The Situation
With the cost of real estate continuing to increase, the amount of space needed to store student loan documents at a busy bank was becoming expensive. But with the extremely sensitive nature of the records, the bank required the highest level of privacy, security and safety for the records, with controlled access to the files as needed.
The Challenge
With security and cost as main factors, the bank needed to:
- Outsource storage in order to save space at the administrative office
- Keep loan documents private, secure and safe
- Control access to the documents, with easy availability as needed
The Solution
HealthSERVE Records Management met these challenges by:
- Housing the financial documents in a secure, completely separate, self-contained warehouse that featured glass break detectors and smoke detectors
- Monitoring the entire warehouse via cameras
- Offering anytime access to authorized personnel
The Results
HealthSERVE Records Management helped this financial institution:
- Repurpose expensive office space for revenue generation, rather than storage
- File loan documents by box and by open shelving systems that are maintained by experienced storage professionals
- Eliminate the problem of misfiled documents
- Easily access records with regularly scheduled deliveries and pickups twice a day
- Immediately access records via fax for emergency orders, and provide one-hour delivery of physical documents if needed between scheduled deliveries
In addition, authorized bank staff can visit the warehouse at any time, with regular visits scheduled twice per year.