Records Management

Next to its employees, your organization’s records and information are its most valuable assets. The secure storage, digital preservation, easy retrieval, and destruction of your information are critical to survive in today’s market and in the event of disaster. Find out how Data Lifecycle Management can provide your business with a full plan to meet your data needs.

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Records Management

Every business needs to manage its vital information, and Williams has the business continuity plan to ensure those needs are met.

Williams’ protection of information begins with the building itself. Paper records are stored on steel shelving within our 400,000 square foot, seismically constructed, steel-reinforced concrete facility. The fully sprinklered building is monitored by ADT Security Systems for break-in, fire, and smoke detection. Additional protection is provided by entry controls with digital locks, 12 interior and exterior surveillance cameras, multi-door entry mantrap entry areas, a secure perimeter, and electronic keys with coded access restricted to authorized and bonded Williams personnel.

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Hard Copy Paper Storage

At Williams Data Management, we know documents aren’t worth saving if they can’t be easily retrieved — which is why we developed a simple yet sophisticated system of tracking every item places into our care.

Our off-site records management services include filing and organizing your records, pick-up and delivery, round-the-clock security, automated tracking, and management support.

We can file, organize, and archive your records for you. The foundation of records management starts with sound organization. We organize your files into labeled and barcoded storage containers and provide you with a manifest of all your records for easy access when you need them later. We’ll even come to your office and do the work there.

We can retrieve a document for you 24-hours a day, 365 days a year. With bonded drivers and a fleet of vehicles at your disposal, picking up and delivering documents couldn’t be easier. We’re never more than a phone call away.

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Scan On Demand

Williams Data Management has the integrated solution for clients converting from paper to digital records. We use best-in-class scanners and software systems to convert your hard copy documents into PDF files. Once rendered an image, it can be emailed to you immediately — or you can retrieve it at your earliest convenience from our securely hosted cloud storage center. In digital form can be stored digitally perpetually and accessed 24/7.

Once scanned, an image moves into a digital data center compliant with SAS-70 Type II auditing. The datacenter also accepts encrypted online backup feeds. This revolutionary process helps you transition to online service, from paper to digital, and from hard copy to electronic form. It also helps our clients go “green” by eliminating the need to physically transport records between facilities.

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File Indexing

Williams Data Management gives you the tools you need to manage your files.

File indexing with Williams is easy and available online 24/7. You can title files within their storage cartons when most convenient — upon original filing or any time thereafter. You can also easily add files to a carton as needed. We can also index and store PDFs via imaging and digital storage on our servers.

Locate your files easily with our index system searchable by keyword-text. You can also run a large array of management reports for your file folders and sort them by account, activity, files slated for destructions, and file folders outside of the records center.

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Inventory Management System (IMS)

From the moment you become our client, compliance and the chain of custody of every barcode, every scan, and every transaction is tracked by our inventory management systems powered by O’Neil Software, the recognized industry leader in records center management.

Indexing your files with Williams allows you to use our system as your IMS. You can modify the contents and titles of the files in your cartons on our online system 24/7.

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