Fireproof Records Center Blog » Off Site Data Protection

Your Questions Answered: Off-Site Date Protection

blogadmin — Mon, 17 Oct 2011 10:24:42 +0000

This would be a great time to take advantage of our vault services. Any NEW customer to Fireproof’s off-site data protection/vault services receives FREE storage for the remainder of 2011. Call sales at 614/299-2122 or sales@fireproof.com.

Does Fireproof offer climate-controlled storage for sensitive media?

Answer: Yes, Fireproof owns and operates five (5) climate-controlled vaults that are designed to efficiently store different types of media. Each vault has a 4-hour fire rating, is constructed of concrete throughout the architecture: walls, floors and ceilings; and equipped with state-of-the-art Liebert temperature control units that control the temperature and humidity to meet ANSI (Association of National Standards Institute) standards for magnetic media storage. In addition, our vaults are equipped with fire suppression systems, and are monitored 24/7/365.

How will we store our tapes/cartridges?

Answer: Fireproof offers two convenient options for storing media: by individual tapes/cartridges (slotted storage); or in cases specifically designed for media protection

Individually slotted cartridges. Media is placed in open slots, designed and built to visibly, safely and efficiently store media. When media is slotted, Fireproof is responsible for tracking the item numbers clearly identified on the exterior of the media. Clients request this type of media by the individual item number/name.
Active and archival cases. If a client chooses to store media in a container, the container will be assigned a unique name/number. The client requests retrievals based on the name/number of the container. At this level Fireproof does not know the contents of the container. Individual items (sub media) can be retrieved from containers, upon request.

Do you use barcode labels?

Answer: Yes, Fireproof was one of the first in the country to utilize barcode technology to automate and track every movement of your media (data cartridges/tapes/cases).

Do you have pickup and delivery services?

Answer: Yes, Fireproof is a full-service records center and can accommodate all of your pickup and delivery requirements. In addition, we guarantee a 90-minute response for RUSH deliveries and we provide after-hours service. Fireproof also offers faxing and mailing of records and emailing of digital images as alternative delivery methods.

Who’s Behind The Box? Dan Gonzalez

blogadmin — Wed, 10 Mar 2010 11:59:19 +0000

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.

Trade Shows, Trade Shows, Trade Shows!

blogadmin — Fri, 30 Oct 2009 18:41:30 +0000

Wow – what a busy week!

This week, the Fireproof Team attended both the Contingency Planners of Ohio 2009 Business Survival & Recovery Conference and the Ohio Society of CPAs Columbus Accounting Show. We had the opportunity to speak with people from all over the state about our passion – records management and disaster recovery. We enjoyed answering questions, helping people re-think their records management and security needs and learning about the unique challenges of companies of all different sizes and industries.

The CPO conference was held at the OCLC in Dublin, Ohio. Session members learned about preparing for disasters, creating business continuity plans in a tight economy, quality assurance testing for existing disaster recovery plans, and choosing a data center location. The Fireproof team was able to provide additional insight and information to attendees, stimulating thought and conversation. As pioneers in the off-site data protection industry, Fireproof offers multiple climate-controlled vaulting locations throughout Ohio, as well as disaster recovery plan consulting, and are considered the local area experts.

The OSCPA show was attended by nearly 350 of Ohio’s finest accountants, treasurers, controllers and financial officers. Topics ran the gamut of corporate issues, tax planning, personal financial planning, assurance services, technology and professional standards. Attendees also enjoyed a speech by State of Ohio Auditor Mary Taylor, CPA, who discussed the biggest surprises and challenges of her prestigious office.

As an OSCPA Affinity Partner, Fireproof was proud not only to attend this richly educational event, but also to have a speaker featured! Fireproof Senior Consultant/Document Manager Joseph Dickman Jr., MBA, was invited to speak about Records Management for Business Survival. Joe reviewed the changing regulatory environment, how Sarbanes-Oxley has created increased visibility and penalties for bad records management practices, and the vital importance of a compliant records management program in every industry.

“Sarbanes was really just the beginning,” Joe said. “The new buzzwords ‘transparency’ and ‘accountability’ are going to make the Sarbanes requirements look like a Sunday school picnic. Now more than ever, businesses need to have a compliant records management program that allows them to create and keep the records they need to do their business, retaining what they are required to retain for as long as they are required to retain it, and then securely destroying it at the end of that retention period.”

In an ever-changing regulatory climate, managing your records is not a luxury; it’s a necessity for business survival. Some tips to keep in mind:

Know your privacy legislation and understand retention requirements; stay current with changes
Define and track destruction dates
Index/catalog your records for easy access during audits
Avoid storing records in basements or garages that are subject to flooding
Avoid storing records in public storage lockers/garages with limited security and high moisture
Identify and actively protect vital records, either through imaging or climate-controlled storage
Consider hybrid document management solutions (scan active charts, store inactive charts)
Consider retaining a business partner that can help you create and maintain accurate, compliant, secure records management controls

Both shows were truly energizing experiences, and we hope that the information we shared will help you to organize and shape records management for your company. If at any time you need assistance, please do not hesitate to contact us – we’re here to help! We look forward to following up with many of you soon.