Fireproof Records Center

FAQ's



How do we decide if our documents should be made available electronically or left as paper?
A number of things should be considered. 

These are just a few of the things you should consider.  Actually, most records in electronic format are easier to work with.

Do we need to spend a lot up front for hardware and software in order to image documents?
No.  We have multiple programs for imaging your documents.  We present them to you and with our professional guidance we will help you select the best and most cost effective program(s).

What things should we look at to decide if the cost of imaging is worthwhile?
It isn’t a question of do we do this?  It’s a question of when.  As a first step you need to  talk to professional document management people like FRC.  At no cost to you, We can come in and perform a document assessment and cost analysis.  We will calculate your current filing and retrieval costs which include the amount of time it takes to retrieve and refile items, the number of employees needing access to information, etc.  Analyzing these factors will give you the information you need to justify the investment and streamline the costs.

Can documents be edited once they are scanned?
No.  These are permanent and legal records.  They are safe from misuse.  That’s not to say that notes and/or other practical things can’t be done to the documents, but the original will always remain the same.

What storage options do you offer for our imaged documents?
You can store the images on your own computer system.  FRC offers PaperVision Enterprise® software for storage and retrieval, or the most exciting way that has come about is to store them on an Internet based web repository called ImageSilo®.  ImageSilo® storage allows for unlimited growth and assists you with your disaster recovery program because your records are off-site.

What type of security does ImageSilo® use and are my documents going to be safe?
Yes, your documents are going to be safe.  Security is our top priority!

First, Fireproof will keep an archival copy of everything we scan for you in an off-site, climate-controlled vault for disaster recovery purposes.

Second, ImageSilo® uses the following for security:


What are the costs associated with ImageSilo®?
With ImageSilo® there is nothing to purchase, no annual software maintenance fees, and no licensing restrictions.  You simply pay a monthly storage fee for FRC to “host” your documents.

The majority of our documents are already in an electronic format, .pdf, Excel, Word, Photoshop, etc.  Do we have to print these documents and then scan them in order to get them into the retrieval system?
No.  PaperVision Enterprise® supports over 250 different file types including .pdf, TIFF, Word, Excel, Photoshop, CAD, just to name a few.  PaperVision Enterprise® also includes content management controls such as document versioning, revision histories, roll-back, and check-in /check-out.

What happens if I need a document while they are being scanned at Fireproof?
If you need a document simply call us and we can fax it, scan and deliver it electronically, or physically deliver it to you.  It’s that simple.

What flexibility do we have to share information with our clients?
More than you have now.  You will be able to fax, print, edit, enlarge, email, etc., even to the point of hiding information that doesn’t need to be shared.

Our documents contain very confidential information and we don’t want just anyone to have access to them.  How can we safeguard this information?
All of the features in both PaperVision Enterprise® and ImageSilo® are optional and can be turned on or off based on the user.  Each user has very specific user rights and access levels.  Each user name determines and limits what that user actually has access to.  You simply turn off any feature you are not comfortable having available to your employees.

Are there any other security features I should know about?
Yes, there are many, all of which you control.  There is enhanced auditing that forces users to enter to whom and why they are printing or emailing and disclosing information.  In addition, there are minimum password lengths, password expiration timers, session timeouts, account lockouts after unsuccessful logins, IP address limits and restrictions, session source validation and document level security.

What are the system component requirements to run your systems?
The minimum requirements for all products are:


We want to scan our documents ourselves.  Does FRC sell in-house scanning systems?
Yes, FRC provides complete turn-key imaging systems to those clients who wish to scan their own documents.  Call 614.299.2122 to inquire about these turn-key systems.

What should we do with our documents after they have been scanned?
This is completely up to you.  Fireproof will do whatever you are comfortable with.  Because scanned documents are considered “legal” many of our clients take full advantage and have us destroy their paper documents.  Fireproof NEVER destroys anything without written authorization.

Some of our clients want their paper documents back and they either store them or destroy the documents themselves.  Fireproof also offers long-term archival box storage for those clients that choose to keep the paper but don’t want the boxes back.

Keep in mind that we keep an archival copy of everything we scan for you in an off-site, fire protected, climate controlled vault, for disaster recovery purposes.

How do we get started?
Simply call 614.299.2122 or email us at sales@fireproof.com to get more information.



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