"It's nice to know that our offsite records storage is in good hands and that our records are easily accessible. You are welcome to use our company as a reference any time you would like."
— B.C. Ziegler and Company
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Our Difference: FAQs
Are we required to use InfoKeeper in order to store our records in the C.H. Coakley Archives Center?
No, it is not a requirement. If you wish, you can use your own database when inventorying the contents of your cartons. If you feel comfortable using your own system, MS Excel or MS Word you can continue to do so. However, we encourage your organization to receive a demonstration of InfoKeeper, our web-based records management software. All functions from ordering supplies, data entry, requesting records, performing record searches, authorizing destruction and much more, can be managed through InfoKeeper.
How does the C.H. Coakley Archives Center keep track of the location of our cartons?
Our computerized bar-code labels are assigned exclusively to your company. The movement of your cartons is tracked at every stop of our process. Multiple scanning of your records occurs during the pick-up at your office, again at our dock upon return and a final time as they are placed onto our shelving. Likewise, when cartons or files are requested, we carry out a scanning trail from our facility to your office. At all times, our records management software system indicates whether a particular carton is in our facility or at your office and to whom it is out on request.
What methods can we use to request records or order supplies?
You have a few choices. Your authorized personnel can make record requests by telephone, e-mail, fax or by using InfoKeeper, our web-based records management software.
How much will the C.H. Coakley Archives Center charge our organization to make the switch from our current vendor?
The C.H. Coakley Archives Center will relocate all of your cartons at no charge. This will include the pick-up and indexing/bar-coding of all cartons transferred to our facility from your current provider. Within one week of the transfer, we will provide your organization with a comprehensive, web-based, inventory listing. At this time, you can compare our inventory listing against your organization's listing. A subsequent audit will lead to solutions that will improve your inventory's accuracy.
Why should our organization have record retention scheduling guidelines?
Every organization should maintain a record retention schedule that follows federal and/or state laws. Organizations must consult with tax and legal experts, in addition to adhering to recent legislation, when considering proper retention guidelines. Setting and maintaining consistent standards will lend integrity to your program. Otherwise, your practices could be scrutinized and subsequently viewed as questionable by auditors and/or those in the litigation process. Click here for retention guidelines.
