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Contact Information:
The File Room
4107 Rider Trail North
St. Louis, MO 63045
314.209.0600
314.209.0120 fax
info@thefileroom.com
The File Room >> Frequently Asked Questions
Q. Why is The File Room the company to trust with our records?
A. The File Room is focused on providing a secure, clean, accessible and economical solution to your company’s record storage, document shredding, document imaging and business continuityand disaster recovery requirements.
Q. How safe are my business files, documents and records?
A. The File Room Record Center was specially engineered to commercial warehouse standards. The entire building is constructed of cement tilt-up panels and meets all industry and government codes/requirements. All racks are designed for seismic 2A including reinforced uprights and 8” x 8” footplates. Solid decking used in main pallet aisles rated at 150 pounds per square foot. All others bear a rating of 125 pounds per square foot. The system is designed at 35 pounds per 1.2 cubic foot letter/legal carton. There are double rail safety gates at both pallet drop areas; safety ladder.
Our Fire Suppression is a heat activated detection system that if triggered sends us a signal ADT Security. The system is equipped with 31 ABC dry chemical fire extinguishers, 6 fire hoses and an OSHA approved sprinkler system consisting of 1,237 sprinkler heads.
All systems are inspected and alarms tested quarterly with results documents and systems tagged with results, inspector’s name and date of inspection.
Our facility is also protected by exterior and interior cameras, exterior keypad entry, visitor badge procedures, and escorted visitor procedures.
Access to your account information and to your storage inventory is strictly limited to those users identified by you on your Confidential User Authorization List. The File Room CAN NOT, WILL NOT, DOES NOT release any information or files to anyone not on that list.
Feel confident that your business records as safe when stored at The File Room's St. Louis record storage facility.
Q. Is there a minimum amount of boxes that I need to store to take advantage of your records storage services?
A. No, please feel free to store as little or as many boxes as you desire in our safe and secure St. Louis record storage facility..
Q. How do you know how to find my boxes or files or business records?
A. Each file or container of your files is indexed and assigned an individual identifying bar code and entered into our computer system. The index contains the file or box number, a destruction date (if desired) and an optional description of the file’s contents. Most of our clients choose to create the file-by-file index themselves as they pack their storage containers, but The File Room can create the index on request. Our proven systems allows us to quickly and easily find your business records within our facility.
Q. Are all my boxes of business records kept together in the same area?
A. No, our computerized bar code tracking system allows us to use random carton storage. In other words, the bar code tells us where that individual box is located within the Record Storage Center.
Random carton storage saves you money! We bill you for only the space actually used, rather than assigning an area of the storage center to your account and keeping space open “near you” to accommodate later additions.
Q. Do I have to re-box my business records into The File Room boxes?
A. No, we don’t require that you use our boxes, but we DO require that your boxes are “Record Retention Boxes” for retrieval and handling purposes. Specifically this means that boxes:
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Record Storage boxes MUST have handles to allow the box to be picked up and carried easily. The “cut out” types of handles are fine.
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Record Storage boxes MUST have a lid – to keep everything in the box!
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Record Storage boxes MUST be doubled-walled on at least two of the upright sides to prevent the box from crushing if another box is placed on top.
Most clients choose to use The File Room’s record storage boxes because of the durability and cost effectiveness. Additionally they are made from recycled materials and can accommodate virtually every type of business record imaginable.
Q. How long will it take you to pick up my boxes?
A. If you’re a new client we can schedule a pick-up as soon as we’ve received your completed Service Agreement, with Price List, and your Confidential User Authorization List. These forms are needed to open your account. When we enter your information into our computer and open your account, we’ll send you bar code labels to put on your boxes and new inventory forms for you to use in indexing your records. If you want The File Room to create the index let us know in a phone call. After that simply call, email, fax or use our secure online system, with a count of your boxes. We will be there within two business days to pick up your boxes of documents, records and files.
Q. Can I add records to a box already in storage?
A. Yes you can always add records to a box already in storage--and it will save you money, since adding to a box already in place eliminates the need for another storage container or file box. TIP: If you think you may need to add files to those already in storage, be sure to leave space in the original box when you first send it to storage. Also be sure the new file is labeled so the necessary indexing information will match the companion files.
Q. How quickly can I get a box or file back from storage?
A. We can get your storage containers/ boxes of files to you 24 hours a day, 7 days a week in an emergency. For a regular course of business RUSH retrievals, we can have your files to you in two hours. When your need is less urgent we will deliver the next day. You decide when you need your stored files it and we’ll get them to you.
Q. How much does it cost to store records with The File Room?
A. Our pricing is tailored to the needs of each account and is volume discounted. In general, we provide records storage for as little as $65.00 a month. Considering the high cost of rent and the inconvenience of self storage, this amounts to far less than you are probably already paying to store your records, and we provide all services related to storing these records. A File Room representative would be happy to meet with you to discuss your specific needs and prepare a quote for you. Please contact us to make an appointment, or call to discuss your records storage options.
Q. If I don’t actually need my file delivered, how else can I get my information form a stored record?
A. If you don’t need the record itself, we can confirm document contents over the phone for you. You’ll save on delivery costs! If a copy will suffice, or if the information is needed ASAP, you have the option of Scan On Demand! We will scan your documents and place the file on your account through our secure online system.
Q. Does The File Room supply records storage boxes and archiving materials?
A. Yes, The File Room carries a complete line of high-quality record storage containers and boxes to properly house your records in storage. Records worth keeping are worth keeping securely. Our recyclable boxes and archive-management supplies can accommodate virtually every type of business record. If you need a standard size box, letter, legal, or x-ray storage box, architectural blueprint storage bags (large and small), or specially designed magnetic media cases…..we’ve got them!
Q. When and why might you replace any of our boxes?
A. We would not replace a box without first consulting you, however, we would recommend that reord storage boxes be replaced under the following circumstances.
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Where the record storage box is so badly damaged that the contents are in danger of being damaged.
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When the weight of the record storage box is over the amount set by the manufacturer.
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When the record storage box is in such a condition that it cannot be stored or transported safely.
Q. How can I get more bar code labels?
A. You can order additional bar code labels – and other archive management forms or supplies – by calling our Customer Service, or email, fax or through our secure on-line system.
Q. Where is The File Room located?
A. The File Room is located at 4107 Rider Trail North, Earth City (St. Louis), MO, 63045.
Q. What is document imaging, and when is it a good alternative?
A. Document imaging is the process of placing an “image/picture” of your records on to an optical disk or to view on our secure on-line system via a scanner, making it electronically accessible.
It would be a good alternative if
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There is a high level of retrieval activity (Frequent reference, need for rapid retrieval)
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Documents and records are retrieved by multiple users.
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Documents and records are critical to workflow (Completion of tasks depend on availability of stored documents)
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There is significant file maintenance (Time consuming filing and refilling, tracking of documents removed from files)
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There is need for revision control
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Space consumption is a concern
For most clients, document imaging is a more expensive alternative to record storage in our secure facility in St. Louis. You can store a box of records for 20-30 years for what it costs to scan. If the retention period on a box in storage is seven years,13-23 years worth of dollars have been wasted. Document imaging is really only viable if many users are involved with the documents and will access them often, or if it’s volume of records is so great that it has a problem effectively managing them.
The File Room can assist you in assessing and fulfilling your document imaging needs. Contact one of our document imaging and record storage experts at 314-209-0600 for more information.
Q. When should business records be destroyed verses stored?
A. When the retention requirements have been met, records should be disposed of in a efficient manner. If litigation or audit or government investigation is in progress or pending, then a “HOLD” should be placed on the records. The File Room offers Certified Destruction/Recycling that requires the signature of authorized personnel. NO box will be destroyed until we have written authorization from the client.
Q. How do I register for online web access?
A. Simply contact Customer Service by phone, fax, or email with your account number, name, email address, and password. They will process your request immediately. Once your login information has been verified, our representative will send you an email with confirmation and an instruction guide. On-site instructions on the use of our Web Access system can be arranged through the same representative.