What to do if you are in another Records Center and want to Move?

August 1, 2016

So You Want To Move Out Of Iron Mountain

(or any other record center, for that matter)

Do you get the kind of service you expect and deserve? Do requests go unanswered or, worse yet, denied? Are you being overcharged? Can you even understand what you are being charged? Do you doubt the accuracy of your inventory in storage; if you wanted to pull out, are you confident all your boxes could be found? Do you like calling for service? How frustrating is it?

Sometimes a relationship can get old and stale. Maybe you feel you are not appreciated, or that you are just another number. Perhaps you have had some really bad experiences.

We hate to break the bad news, but you are stuck. Reading the fine print in your contract, you will find a host of clauses restricting you from changing to another record center, regardless of how bad the service may be. Automatic yearly roll-overs, restrictions on inventory reduction, perm-out (hostage) fees, to name just a few.

Is all lost? Fortunately, no. You can follow these steps to improve your situation:

1.) Find and read your contract. Pay special attention to the date, the roll-over clause, and the fee schedule. Be sure to also read any signed amendments to the contract because older contracts were much less restrictive.

2.) Stop feeding fuel to the fire. You don’t have to continue to add inventory! Send us your new boxes. Most of the retrievals will come from newer inventory anyway, so you can begin to experience a better level of service as we get more of the new inventory. Eventually, you may have very little contact with the old center; they will simply be storing old boxes.

3.) Begin a destruction program. If possible, evaluate any inventory that is in your old center and begin to destroy records that have reached their destruction date. Implementing this process is sound advice for all companies who store. Often, you can destroy up to 10% a year without triggering the punitive inventory reduction clause.

This program isn’t quick, but it is cost effective, and will eventually get you into a better situation. Our customers who have done this realized that unless they did something, nothing would get better.

Note: You may wonder how difficult it would be to manage two record centers and two inventories. Call us. We have a convenient solution. Also, do we have those restrictive clauses in our contract? No! We are so confident you will like our service that we feel no need to hold you hostage.

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-Leopold Steinberger

Great and personal service. Great facility...you always know where your boxes are and so do they! Not only do they have the best boxes ever for storing your docs (reasonably priced, sturdy and best of all---easy to put together), they also have onsite shredding. Full service for the entire life cycle of your documents. We have been a customer for approximately 8 years and NEVER had a single problem...which was not the case with our previous vendor! 

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Love Corporate Records Management. Very efficient and friendly staff. Have never had any issues, would definitely recommend.

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Very effective in storing our backup tapes in climate controlled storage. They are real quick to response in email queries and was always available to return tapes in case we have an emergency restore. Excellent customer service as well.

-Philip Mills

I have only been working with Corporate Records Management for a few months, but they have been an excellent partner to have in managing our extensive amount of hard copy construction plans and specifications. They are prompt and professional when picking items up to take to their storage facility, and it is extremely easy to request items back from storage if needed at a later time. I have made retrieval requests in the afternoon, and they have delivered to us the very next day. KWA Construction is most appreciate of Corporate Records Management! You help keep our office tidy and clutter-free!

-Tasha Keene

We've used CRM for almost 2 years to store our data tapes offsite. They have been reliable and easy to work with. When we have had special requests they have been quick to respond and get us what we need quickly. There were a few minor glitches when we were first getting everything setup at the beginning, but everything was quickly sorted out and we have zero complaints.

-Bret Harrell

Corporate Records Management is an awesome company. They have very friendly people who don't mind helping if you call with a question. I would recommend them to anyone who is looking to store files at an offsite facility

-Frank DaMommio

Great customer service and rapid response time to orders! Very professional and they also have had great solutions for problems my company has had. Patient employees helped us when dealing with a big conversion. Will highly recommend for business needs.

- Kedrick Williams