Here are some useful tips from Fireproof’s customer service department on purging your records.

Identify the records that need to be purged and consider their activity level.  Determine the quantity of cartons required by measuring filing inches.  If the files are in filing cabinets, you can convert [...]]]> By Cecile Ogg, Director of Customer Service and HR

Here are some useful tips from Fireproof’s customer service department on purging your records.

Identify the records that need to be purged and consider their activity level.  Determine the quantity of cartons required by measuring filing inches.  If the files are in filing cabinets, you can convert the drawers to filing inches.  If you have legal files and you will be using 12” x 15” x 10” carton there will be 9.5 filing inches in each box.  If you have letter size files and you will be using 12” x 15” x 10” cartons, there will be 14.5 filing inches.

1. Purchase appropriate cartons for records – 12″ x 15″ x 10″

a. Purchase enough cartons to avoid over filling

2. Do not pack hanging file folders

3. Loose pages should be placed inside the box in a manila folder and labeled

a. Avoid using rubber bands, paper clips and metal clips for long term storage

4. Arrange records inside the box in a consistent manner

a. Alpha
b. Numeric
c. Chronological

i. Files should be facing the same direction in the carton so the tab is easily recordable
ii. Do not pack cd’s, dvd’s  or other media with paper records

1. If the carton is not full, using packing material to stabilize the carton

5. Pack records with like retention periods
6. Label the carton and record the carton number, description and retention on a spreadsheet that is backed up regularly

a. When more than one carton’s description matches exactly or is very similar to another, consider cataloging each file

Name: Keliah Davis Title: Accounting Representative Years at Fireproof: 11 Are you on Facebook? Not anymore

What do you do at Fireproof? I do a lot of administrative work including accounts receivable, collections and internal procedures.

What is your best advice for Fireproof clients? I would tell them to never be afraid to utilize your Fireproof resources where your information is [...]]]>

Name: Keliah Davis
Title: Accounting Representative
Years at Fireproof: 11
Are you on Facebook? Not anymore

What do you do at Fireproof?
I do a lot of administrative work including accounts receivable, collections and internal procedures.

What is your best advice for Fireproof clients?
I would tell them to never be afraid to utilize your Fireproof resources where your information is concerned. The experience and talent within the company is phenomenal! We are confident that we can handle whatever situation you may encounter. Also be sure to ask questions!

What is your favorite thing about working at Fireproof?
I love the relationships I form with our customers! The best part of my job is hearing clients laugh or making jokes on the other end of the phone. It lets me know that we as a company have done what it takes to meet that client’s expectations.

How is Fireproof better than its competitors?
Fireproof strives to meet every need our clients may have. We take the necessary time and action needed to get to the bottom of our clients’ information management needs. We seek to develop a professional relationship with each client that allows them to feel comfortable throughout their Fireproof experience. Plus we have a lot of talent!

What can you tell us about industry trends?
Information management can be very complex if not handled properly. You cannot tackle each task from the same angle, which is why it is very important to be flexible within the industry.

What are some things people don’t know about you?
-  I love Mickey Mouse! (She was even wearing a Mickey Mouse necklace.) I was so excited that I cried the first time I saw him…that was just this past April!
-  I played soccer when I was in middle school, and was actually pretty good at it.
-  I was also in the Church choir.

What are some of your hobbies and interests?
I love watching movies. However, my most important hobby is shopping! I really love shoes!

Favorite book?
The Coldest Winter Ever by Sister Souljah

Favorite ice cream?
Cookie dough from Dairy Queen

Did you make a New Year’s Resolution this year?
Not this year

Coke or Pepsi?
Coke

Top advice to clients…

Call us if you have a question or an issue. No issue is too small. Everything is important. We are always here to help [...]]]> We begin our employee feature series, “Who’s Behind the Box”, with Dan Gonzalez. Follow along to learn more about Dan and what he can do for you!

Top advice to clients…

Call us if you have a question or an issue. No issue is too small. Everything is important. We are always here to help you. When you call it goes direct to a person, no automated machines here. We are the individuals that live and work in the community and we want to make your lives easier.

Here’s what Dan can do for you…

“I can enable your relationship with Fireproof to be easy and enjoyable. I work to ensure that you are effectively using our resources to make your business transactions seamless. From getting your foot in the door to becoming a lifelong client, I am here to help you save money and educate you on how to efficiently use our services.”

Favorite Fireproof Memory…

Dan’s fondest memory at Fireproof is receiving the President’s Award in 2009,and being able to move up the ranks within the company. Dan started with Fireproof nine years ago as a refiler and is now one of the top customer service representatives. Dan’s excellent work ethic and willingness to help out is greatly valued.

5 Things You Didn’t Know About Dan

• He is a competition electric guitarist.
• He raced as a jockey from ‘87- ‘89.
  • He has competed at Churchill Downs and many other famous venues.
• He owns two Great Danes and volunteers for the Harlequin Haven Great Dane Rescue.
• He also volunteers for Paws with a Cause.
• He and his wife visited London last year for a friend’s birthday.
  •  His favorite site was the Tower of London.

Industry Shift…

Having worked with the company for nine years, Dan has seen the industry go through changes. The most significant change is seeing companies transform from paper storage to scanning (imaging) and destruction. As companies work to have “paperless offices”, they are phasing imaging and destruction into their information storage strategy.

Dan’s forecast for the business is that paper storage will not disappear. He foresees that there will actually be an equilibrium met between paper storage and imaging. There is still great security in holding a piece of paper. However, in the next ten years of the information cycle, Dan sees imaging as a fully integrated component of data management.

Thanks to Dan for all his hard work and dedication to the company. Next year, we will welcome Dan into our Decade Plus Club!

Stay tuned for our next employee feature.