InterMountain Record Center, Inc.

FREQUENTLY ASKED QUESTIONS

 

STORAGE

 How do you charge for storage services?

 

           There are three main cost components of our storage service fees. 

The first set of components have to do with transportation of your records to our facility.  The first component is a pick-up charge per hour for loading the records from an access door at your facility into our truck.  You can eliminate this component by dropping off your records at our facility.  The second is a proportion of the mileage for out-of-town clients on our statewide routes.

The second set of components are in regard to themanagement of your records in our facility.  First we have a one-time in-processing fee to enter each of the boxes into our database so we have a listing of all your holdings.  Then there is the monthly storage charges per box of records stored.

The last component is retrieval and delivery charges of your requested records.  Please request our rate brochure for the specific rates associated with the services you require!

 

Do I have to sign a contract for your storage services?

 

           Yes, we require a Storage Services Agreement from our storage clients.  It is a standard business agreement that renews annual until terminated in writing.

It requires 60-days notice of termination of services with no “hostage” fees.

This agreement is available as a download via a link to Storage Forms from our Storage & Destruction Tab. 

 

What kind of boxes do you accept for storage?

 

 We require all records be in standard 12x15x10 banker boxes in order to fit on our shelving and allow for timely access.  We offer used bankers boxes to our clients for a nominal fee as available.  If your records are in oversized boxes, we can split and number them to fit into standard banker boxes.

 

 How are the stored boxes managed?

 

           IRC assigns an alpha numeric customer code to each storage client as well as provides a 2-part label to our clients for labeling of their boxes.  We ask that clients do not put their name or any identifying information on their boxes other than the label provided for added security. The front part of the label goes directly on the box either directly affixed or in clear poly pockets. These labels include a summary and dates of the records in each box which we enter into our database. Additional information can be provided regarding contents in a separate spreadsheet that we will include in our box report.

           Each transfer of records must include a storage specifications form to aid in proper management of client records. This form identifies the department, series names, box count, dates and retrieval frequencies for the records in the boxes.  A box report is generated for each transfer that includes all holdings from that client.  The second part of the label is our manual back up system to the database.   Please review our Receipting Procedures for additional guidance. These forms are available as downloads via a link to Storage Forms from our Storage & Destruction Tab. 

 

Is there a minimum charge for shredding service?

           

            Yes, we have a nominal minimum for all our services.  Please request our rate brochure for the specific rates associated with the services you require!

 

How do I retrieve records from your facility?

 

We require a Record Request Form be faxed to our office . This form provides us with the information that is needed to find the information you need, the name of the requestor for us to verify their authorization to make the request, and your preferred delivery method. You may have your information delivered via return fax, several mailing options or personal delivery in Casper between 4-5

daily. We are working on secure email or digital delivery as an additional option.

 

What if I don’t know which box the record I need is in?

 

We are happy to provide any support you need to locate your information. We charge an hourly labor fee for research. You are welcome to come to our facility and use the viewing room for research at no charge. We will pull any boxes you need from the shelves and have them available in the viewing room for your convenience.

 

Do I still get charged for the boxes that we check out from your facility?

 

Yes, we charge you for the location of your box. If you check out a box for research we hold the location for the box so it can be returned to its assigned location. If you are removing records from the facility permanently, then we canre-assign the location and you will no longer be charge for the space.

 

What is a “hostage” fee and do you have those fees?

 

A “hostage” fee is a term coined in the industry for companies that charge the equivalent of destroying the box contents when it is removed from their facility. IRC does not charge hostage fees to their clients. We only charge clients for the standard handling of their boxes, whether it is a temporary removal, transfer to our destruction department or a permanent removal of their record boxes.

 

Are there special forms or procedures for destruction of boxes from the record center?

 

Yes, we will generate a “Boxes Eligible for Destruction” report from our database that lists all the boxes that you have designated for destruction. This report and an Authorization for Destruction form must both be signed by your designated Master account manager and returned to the office for verification. We perform a 3 step verification that the correct boxes have been pulled for destruction.

 

DESTRUCTION

 

How do you charge for shredding services?

 

            Three cost components constitute our shredding service fees.  The first component is a pick-up charge per hour for loading the records from an access door at your facility into our truck.  You can eliminate this component by dropping off your records at our facility.  The second component is the shredding charges per pound of records shredded.  The third component is a proportion of the mileage for out-of-town clients on our statewide routes.  Please request our rate brochure for the specific rates associated with the services you require!

 

Do I have to sign a contract for your shredding services?

 

            There is no contract for our shredding services.  We prefer you do business with IRC because we do a great job of providing service to you.

We do require an Authorization for Destruction in order to perform these services.  We have an on-demand Authorization or a Blanket Authorization for our regularly scheduled clients.  Both forms are available via a link from our Storage & Destruction Tab. 

 

What kind of containers do you have available?

 

 We provide used bankers boxes or open 55 gallon barrels at no charge.  We offer 64 gallon cart and 45 gallon console locking containers with a one time security deposit refundable upon return of the container.

 

 How is the shredding done?

 

           IRC is a fixed based shredding service which means we pick up the records and transport them to our facility in Casper for destruction. We sort the records into containers for white, officepack, non-records and non-recyclable content.  We shred all records and recycle all shred and non-records.  We hold our shred as secure and confidential as the whole records.  Shredding is done on 2 commercial size shredders onto a conveyor belt which moves the shred into our horizontal auto-ram baler to create 1200 lb bales. The non-records (newspapers, magazines, phonebooks etc) are transported whole in a pallet sized gaylord box.  These gaylord boxes and bales are loaded into a secure semi-trailer which is picked up by our recycling partner, The ARK, and transported to Laramie.

 

Do you recycle the shredded paper?

 

Yes, 99% of all records are recycled. The bales of shredded paper are transferred inLaramie by the ARK directly to the paper mill semi-trailer for transportation to the mill to be pulped into recycled paper products. The non-records are hammer-milled and treated with fire retardant to make blown-in insulation for the building industry! Only 1% of all records sent for shredding cannot be recycled.  Go green with IRC!!

 

Is there a minimum charge for shredding service?

           

            Yes, we have a nominal minimum for all our services.  However, in order to accommodate our residential customers who have a very small volume of records for shredding, we leave minimum invoices open for 30 days to allow our valued clients to bring more of their records in for destruction.  We honor the paid minimum invoice up to the equivalent pounds for open shredding services.

Please request our rate brochure for the specific rates associated with the services you require! 

 

How often do you run your statewide routes?

 

We currently run our routes every 8 weeks on Thursdays.

 

What if weather interrupts your scheduled routes?

 

If a route cannot be run on the scheduled day then it will be attempted on the next available business days until fulfilled. We only cancel routes due to high wind, bad roads or mechanical failure of our truck.

  

Imaging

 

What is document imaging?

 

Document imaging is an information technology category for systems capable of replicating documents commonly used in business. Document imaging systems can take many forms including microfilm, on demand printers, facsimile printing, copiers, multifunction printer, document scanners, computer output microfilm (COM) and archive writers. Since the 1990s, "document

imaging" has been used to describe software-based computer systems that capture, store and reprint images. 

 

How do you charge for imaging services?

 

            There are three main cost components of our imaging service fees. 

The first set of components has to do with transportation of your records to our facility. The first component is a pick-up charge per hour for loading the records from an access door at your facility into our truck. You can eliminate this component by dropping off your records at our facility.  The second is a proportion of the mileage for out-of-town clients on our statewide routes.

The second set of components is in regard to imaging production in our facility. First we have a set-up charge to assure our equipment is configured to create the images to your specifications.  From there, all fees are assessed per image created. Often, but not always, there is a preparation fee  to remove the hardware and verify organization and indexing of your records prior to production.  Then the actual production service fees to the media of your choice, either microfilm or digital  

The last set of components relates to duplication of your media.  Please request our rate brochure for the specific rates associated with the services you require!

 

Can you perform your imaging services at my office?

 

           Yes, we offer on-site microfilming services for our clients that cannot send their records to our facility due to constant access activity or because the records are not allowed off premise by regulation.  We assess a 15% on-site charge for all services performed at your office due to additional testing and unforeseen circumstances that always impact the remote production cycle.  

 

 Do I have to sign a contract for your imaging services?

 

           No, but we do require a purchase order or signed estimate for the services requested. We provide free estimates and samples for our imaging projects.

 

What kind of records do you accept for imaging?

 

 We can microfilm any type of document from standard business documents, large bound books, oversized maps, to continuous documents like logs or fetal monitor strips.  Some colors of documents are difficult to image such as brights, pinks, blues and greens.

Our scanning equipment will only accommodate standard business documents at this time.  We are looking into adding a large format scanner to accommodate our engineering record clients. 

We can accommodate any type of record imaging if we microfilm the records then reformat the microfilm to digital images.  This provides our cleints with an archival microfilm roll of their images as well as a working digital image that can be imported into their Electronic Records Management (ERM) system or stand alone on our non-proprietary disk-based system.

 

What is your non-proprietary disk-based system?

 

            IRC commissioned a specialty program, IDEX, that takes the Tagged Index File (TIF) images and creates a Microsoft Access database (MDB) program to allow simple query searches for the indexed images from a disk.  The program does not require annual maintenance fees and all formats are non-proprietary which allows them to be read on any computer operating system.  You simply click on the launchable image bar once the required image is located in the query and it will automatically open in the program designated for TIF images.

 

Do you keep copies of all my documents?

 

            No, we do not maintain microfilm copies of client information.  We do  maintain a copy of the data used to create your imaging disk for a period of time to assure your disk is working correctly and your indexing is accurate. This allows us to support our 100% guarantee of satisfaction with our services.

 

Is there a minimum charge for imaging service?

           

           Yes, we have a nominal minimum for all our services.  Please request our rate brochure for the specific rates associated with the services you require!

 

Can I retrieve records from your facility while they are in production?

           

            Yes, a simple phone call or fax to our office will allow us to retrieve your requested information.  If it has already been imaged then you do no need to return the documents to us. If you need the information prior to production then we recommend you allow us to make a copy for you and allow us to keep the original for imaging.

  

Reformatting

 

What is Image reformatting?

 

           Digital reformatting is the process of converting analogue materials into a digital format as a surrogate of the original. The digital surrogates perform a preservation function by reducing or eliminating the use of the original. Digital reformatting is guided by established best practices to ensure that materials are being converted at the highest quality.

           Analogue reformatting is just the opposite converting digital images into analogue format, in our case, microfilm.  This process allows permanent records as designated by Archives to be converted from digital images to microfilm rolls to meet state mandates for permanency.

 

How do you charge for reformatting services?

 

           Our reformatting service charges include a set up for the archive writer, per image fees for the conversion and postage to deliver the film or disks back to your organization.   The set-up fee also provides the assignment of your dedicated, secure, password protected FTP site to upload your images or for delivery of your images from microfilm.

 

Can you perform your reformatting services at my office?

 

            No, It is not necessary in that all work is done remotely via digital copies of your records.  

 

 

Do I have to sign a contract for your imaging services?

 

           No, but we do require a purchase order or signed estimate for the services requested. We provide free estimates and samples for our imaging projects.

 

What kind of records do you accept for reformatting?

 

IRC can convert microfilm in any format from 16mm or 35mm rolls, to aperture cards, jackets and microfiche to digital images.  These images can be delivered as raw scans via the FTP site or disks.  The images can be delivered on a searchable disk with our non-proprietary disk-based system. 

We can also convert any digital images in PDF or TIF format, as well as print-to-file outputs, to either 16mm or 35mm microfilm.    

 

What is your non-proprietary disk-based system?

 

            IRC commissioned a specialty program, IDEX, that takes the Tagged Index File (TIF) images and creates a Microsoft Access database (MDB) program toallow simple query searches for the indexed images from a disk.  The program does not require annual maintenance fees and all formats are non-proprietary which allows them to be read on any computer operating system.  You simply click on the launchable image bar once the required image is located in the query and it will automatically open in the program designated for TIF images.

 

Do you keep copies of all my documents?

 

            No, we do not maintain microfilm copies of client information.  We do  maintain a copy of the data used to create your imaging disk for a period of time to assure your disk is working correctly and your indexing is accurate.
The secure FTP site will maintain images for a period of time for the same reasons.  This allows us to support our 100% guarantee of satisfaction with our services. 

 

Is there a minimum charge for imaging service?

           

           Yes, we have a nominal minimum for all our services.  Please request our rate brochure for the specific rates associated with the services you require!

 

 

Can I retrieve records from your facility while they are being reformatted?

           

            Yes, a simple phone call or fax to our office will allow us to retrieve your requested information.  The records will be delivered digitally via your secure FTP site.

 

 

 

Proudly Serving Wyoming's Business Needs for:
Document Management | Document Imaging | Document Storage | Document Retention | Document Reformatting | Document Destruction