Six Questions: How Does Your Vital Records Storage Company Compare to DataSafe?

Don't trust your vital media to a storage company without asking the seven important questions below. Then compare other companies' information with DataSafe's answers. You'll see why more than any other information management company, DataSafe offers your firm the protection it deserves.

1. What is the storage company's track record?

Experience counts in vital records storage. Storage companies must master the specialized techniques needed to account for tens of thousands of computer media, and consistently deliver them promptly and safely.

The same local family has owned and operated DataSafe since 1946. The average length of management employment at DataSafe is over 17 years. Furthermore, we don't just "warehouse" client records; we use specialized library science techniques that virtually eliminate the risks of misfiling and accidental destruction. Service is available 24 hours a day, 365 days a year. Hundreds of client transactions are processed each hour of every day, with a 99.99 percent "success rate," one of the best in the business!

2. Is your records center structurally safe and theft resistant?

To ensure that your records are protected, you should thoroughly investigate a storage facility's height, ground stability, fire protection systems, intrusion prevention and detection devices, and other physical features.

DataSafe's Vital Records Center is a single-story building constructed on a Class E Site [solid bedrock] for maximum stability. Recent studies indicate that a multi-story building may be ten times as likely to collapse during an earthquake than a single-story structure. DataSafe's eight-inch thick, steel-reinforced concrete walls and roof earned a Class A, four-hour rating from the National Fire Protection Association.

DataSafe also has one of the best Insurance Service Organization (ISO) ratings in Northern California-five times safer than some competitors. Our fire protection system includes ionized smoke detectors, heat sensors, and a "dry-type" sprinkler system. DataSafe's intrusion protection system is monitored 24 hours per day. Additionally, our Subscriber Code ID System maximizes security by limiting access to your records to personnel you authorize.

3. Is your storage company located in a safe area?

There will likely be times when you visit your storage company to inventory media or to conduct audits. This may be an extremely hazardous experience if the company is located in a high-crime area. Furthermore, the storage company's own employees and vehicles-carrying your tapes and disks-risk theft and violence in such areas.

DataSafe's Vital Records Center is located in a low-crime area adjacent to San Francisco's Financial District. You and your media are safe both entering and leaving our facility.

4. Are strict environmental controls maintained?

Tapes, disks and micrographic media are highly sensitive. High storage temperatures aggravate oxide voiding. Variances in humidity lead to wear particle and static charge build up. Air-entrained contaminants can also damage media.

DataSafe's Vital Records Center meets the high standards of the American National Standards Institute and the National Bureau of Standards. We maintain an optimum temperature of 65 degrees and humidity level of 35 percent. A variance of even one percent activates an alarm! Our air-filtration system reduces airborne contaminants, ensuring maximum record life.

5. Do a storage company's rates truly represent value, with all costs honestly and openly presented?

It is important to realize that a seemingly "bargain basement" storage company may not be a bargain at all. Low rates may conceal "hidden" costs not represented on a storage company's rate schedule.

DataSafe's rates are always clearly and completely stated before the client signs a service contract. Furthermore, our contract conforms with the requirements of the Uniform Commercial Code. DataSafe's competitive, flexible rates meet the budget and service needs of prudent clients. We represent the best possible investment against media loss, with our sophisticated computerized inventory system, the highest quality theft, fire and earthquake protection equipment, and a knowledgeable, experienced staff.

6. Will you be provided with complete accountability?

When you've got to quickly pinpoint the locations of thousands of records, a sophisticated computerized inventory system is a must. Furthermore, you'll want to be able to control your inventory with reports created to fit your needs.

DataSafe's DataControl Tape Library Inventory Management System provides the industry's most detailed, accurate bar coded tape inventories, location tracking, and activity history reports. Optional tracking of clients' media content is also available. We can also provide modem access from clients' own computers. DataSafe can also provide clients with a variety of invoice formats, ranging from a chronological list of activities, to an invoice classified by client matter reference or department for cost allocation purposes.