GRM's Climate Controlled Vaults
GRM’s data vaults are built to meet the strict fire resistant construction standards of the American National Standards Institute and the National Fire Protection Association. The environment, which is designed to preserve and protect data, video and audio tapes and film, is equipped with an independent
HVAC system and computer-monitored to maintain consistent room humidity and temperature control. Biometric fingerprint access, motion intrusion alarm, CCTV and an FM-200 fire suppression system offer state-of-the-art security and protection. Indoor loading and unloading, protecting media from inclement weather and providing additional security.
Scanning and Document Management Technology
Since our inception, GRM has employed 100% use of barcode technology. Each storage container and shelf location is assigned a discrete barcode number, assuring 100% accurate tracking and monitoring. Online document imaging services, including complete database capabilities afforded by our web-based eAccess inventory control and order request application, are user friendly and give access to a multitude of useful standard and customized activity reports.
All records center personnel are equipped with laser scanners. Similarly, each GRM driver is outfitted with a laser scanner and portable printer to output scanner-validated receipts. Plus, he carries a wireless radio to maintain contact with the Dispatching Group. All deliveries and pickups are monitored in real time via Digital Dispatch, GRM’s proprietary, real-time fleet management and performance software. Overseeing all of GRM’s scanning and document management technology is a full-time, in-house IT Group including Application Developers, Systems Engineers and Telecommunications Specialists.
GRM AutoBack Server
Disk-to-Disk-to-Tape System Consolidates Remote Office Backups Offered on a Monthly Service Fee. Basis
GRM AutoBack Server powered by
GRM eVault is a disk-to-disk-to-tape solution that cost-effectively backs up data from all computers distributed throughout an organization, including those in remote facilities. Using automated disk-to-disk backup technology,
GRM AutoBack Server eliminates the labor-intensive manual tasks, as well as the frequent error-prone results associated with typical remote office data protection processes.
The History of GRM
GRM was founded in New York City in 1987 to provide a better, hands-on alternative for records storage than what was being offered by larger, more established vendors. Early on, this positioning resonated throughout the business community. In search of more attentive service and a commitment to cutting edge technology, prominent law and accounting firms, financial institutions, entertainment and insurance companies as well as non-profit organizations soon flocked to
GRM.
The company’s reputation solidified in the 1990’s. The client roster grew steadily, placing a demand on more storage space, additional locations, and an extension of the product line. By the end of the decade,
GRM was operating three records centers in the New York Metropolitan Area totaling nearly 1.5 million square feet. As the 21st Century came into view,
GRM embarked on a national expansion program. Sparked by client demand, the company established records centers in Los Angeles and Miami. Soon after, operations began in Washington, D.C. In 2001, the
roll out continued with the opening of the Chicago facility, followed a year later by Atlanta and Philadelphia. And in early 2003,
GRM staked a presence in Northern California with the opening of the Alameda and Fremont centers.
Commensurate with its physical growth was the lengthening of the company’s product line.
GRM now offers a complete menu of integrated information management services including records storage, imaging, certified shredding services, data and video and film storage, electronic vaulting and technology escrow. Plus,
GRM clients choose from a variety of customized, corrugated storage containers and durable, customized transfer cases to protect and preserve their important documents and business data.
Today,
GRM employees coast-to-coast are dedicated to maintaining the standards established at our inception – providing world-class service and the best value for the information storage dollar.
What People Are Saying About GRM
One of the most important things to us at
GRM is customer satisfaction. Every day we receive emails from customers filled with feedback and kudos about how we handle our day to day
business. I've decided that today is a good day to start a new feature at the
GRM Document Storage Blog, featuring some of the good things our customers have to say about
GRM. Today's comment comes from a manager of a Video Services Entertainment company whom we handle media storage for.
“Just a quick note to tell you how much we appreciate the service
GRM provides. When we toured your facility, we were amazed at how clean and orderly the vaults were. But the real proof of how a company performs is the service, and
GRM held up to the test. The service, the deliveries, and most importantly the people have been professional, knowledgeable and courteous. It’s nice to know that there is a group of people who care about the client’s product as much as the client does. I’m glad we made the wise judgment to use your services, and the verdict is in, you are the best!”
FACTA
The Fair and Accurate Credit Transactions Act (FACTA) is a federal law passed in 2003 which is a top priority for document managment centers. It applies to all American businesses that collect customer's personal information and is designed to protect consumers from the ever-increasing threat of identity theft. Furthermore, the law provides protection from "unauthorized access or use" of their private and potentially sensitive information.
In addition to the portiono of FACTA that protects the privacy of your private information, it also requires businesses that need/choose to dispose of data must appropriately destroy it by shredding, burning or pulverizing.
Hard Drive Destruction
Incorrect disposal of computer hard drives and other sources of digital information is one of the most common sources of identity theft and crucial information leaks in America. Dumpsters and landfills today are filled to the brim with computers that no longer work, but are still packed with sensitive and particularly harmful information.
One of the valuable services that
GRM and other document
management centers across the country offer is efficient and complete destruction/wiping of digital information and hard drives. Our hard drive destruction service will leave your computer's memory wiped completely clean and 100 % safe from infiltration and digital theft. If your business isn't located near
GRM but you're searching for a document management service, be certain to ask potential companies if they offer a comprehensive hard drive destruction service.
Why is Records Management Important
Today I came across an interesting article about why records management is important on the ARMA website. Essentially, the list begins by pointing out that because documents are such an important aspect of running a business efficiently, they have a responsibility to all shareholders and employees to handle all documents and files safely and efficiently. They go on to list what goes into effective records managment.
- setting and following organizational policies and best practices
- identifying who is responsible and accountable for managing records
- creating, communicating and executing procedures consistently
What is a Record?
I've discussed record management a lot on the document storage blog. Today I'd like to focus on what a record actually is, and to narrow it down to a variety of specific examples. All of the types of documents and information listed below are considered to be "records" within the document management industry. When hiring a facility to handle your businesses storage and
cataloguing, determine which of these apply to your company, and organize them in order of priority.
1. Physical paper and files, including: memos, contracts, marketing materials and reports
2. Electronic messages like emails, instant messages and attachments
3. Content on your website
4. Information on
PDA's, flash drives, desktops, laptops and servers
5. Information
catalogued in company databases
GRM Is Going Green
Perusing some websites for New York based
document management facilities, I came across an interesting bit of information. Apparently
GRM Information
Managment Systems, one of the largest document storage providers in the NY t
ri-state area, is making an effort to turn their operations green. It seems like a growing trend in most industries, and I suppose it was only a matter of time before this type of story began popping up in the document management field. For more information on the changes
GRM are making to their operating procedures, have a look at our website:
http://grmims.com/news-detail.asp?nid=32
Storage Containers - Negative and Print Storage
Many document management facilities offer custom storage boxes to house photo negatives, slides and printed photos. These heavy-duty boxes tend to be made with chrome metal edges which give archivists the ability to store them either on end or on the box's side. The interior utilizes a three prong binding system which allows you to store a maximum amount of negatives or prints already inserted into album pages.
Choosing a Password for Online Access
One of the most common programs at American document management centers is a digital delivery system. Whether you decide on a digital delivery package that utilizes a secure email account or a secure web address for access, security should always be a top priority. One of the best ways to make certain that your information stays safe when being transmitted over the web is choosing a strong password. Here are a few guidelines to help you make a wise decision.
First, be sure to use a combination of numbers and letters. Most clients opt for something tied into their personal lives (wedding anniversary, birthday, etc.) but to be on the safe side, I suggest using something not many people know off hand.
Second, make it long. The longer the password, the more difficult it is to crack. Combining two
separate words/numbers to create a single, longer password is a smart idea.
Finally, share it with someone that you trust. In the event that something happens to you or you can't get to a computer, having an assistant or family member who also knows your password can be immensely helpful.
Reasons for a Document Scanning Program
It's common for new document management customers to ask for the bare minimum of services. In the business world, cheaper is almost always better, and for many clients the idea of filiing their documents into boxes and stored in a warehouse seems like the most logical (and only) service they require from us.
What many people don't consider, is how convenient implementing a document scanning program can be. It's affordable, simple and can save your business hours of time in the long run. Here are a few reasons that every business using document management services should also take advantage of document scanning.
- Document scanning creates a digital delivery option. This cuts down on transport costs and increases the speed a necessary document is in your hands.
- Document scanning allows multiple employees and departments to access files simultaneously.
- Scanning a document creates an instant back-up, ensuring that information in your documents stays safe, even if the original is lost or damaged.
Storage Containers - Microfilm Storage
The digital age has somewhat diminished the need for and use of microfilm in day to day life. However, most libraries, newspapers and other businesses who have used the technology for years don't necessarily want to get rid of their stockpile - even if they don't need them on site. Many document storage facilities also handle the safe and secure archival and management of entire microfilm back-catalogs. To do so, a variety of storage containers are used, including individual storage boxes, microfilm cases and reel pop-up boxes. Below, I've provided a photograph of what many of these storage items look like.
