GRM Document Management is at the forefront of the Information and Records Management industry. We are famous for our end-to-end storage and cutting-edge Information Management Solutions, but it’s our brick-and-mortar services that function as the foundation for our business.
Secure Records Storage Centers
GRM safely stores and secures your sensitive information by maintaining state-of-the-art facilities, employing the latest software and remaining equipped with only the most cutting-edge technology. We have over 3 million square feet of storage space spread throughout several Records Management Centers located across the United States – each outfitted to serve as primary business centers capable of accommodating even the most demanding data storage requirements.
GRM Facilities feature:
Since GRM’s inception, barcode technology has been at the backbone of our information management strategy. Barcoding is the most important step in a record’s chain-of-custody. Our barcoding ensures that our customers have an accurate inventory and that we know the precise location of each and every record. Barcoding also helps ensure complete confidentiality and Records Compliance.
We start by assigning a unique, discrete barcode identification number to each shelf location within our Offsite Data Storage Centers. The same is done for every storage container and, in some cases, even specific documents, assuring 100% accurate tracking, monitoring and delivery. In order to facilitate this process, we equip all GRM Records Center personnel and GRM drivers with laser scanners, as well as portable printers for our drivers, allowing them to print scanner-validated receipts. Our trucks are outfitted with wireless radios to maintain contact with GRM’s Dispatching Group. All deliveries and pickups are monitored in real time via Digital Dispatch, our proprietary, real-time fleet management and performance software. Our full-time, in-house IT Group – including Application Developers, Systems Engineers and Telecommunications Specialists – oversee all of our scanning and Document Managementtechnology.
We also offer GRM eAccess, our web-based inventory control and order request application, which places complete database capabilities, including online document imaging services and customized activity reports, instantly at our clients’ fingertips.
The client comes first at GRM. In order to meet your needs, live customer assistance is never more than a phone call away with our offsite data protection and Information Management Systems staff available 24 hours a day – year-round. GRM directs all queries, orders and transactions to your local GRM secure offsite Records Management Center. All archiving and retrievals are performed by fully-trained GRM personnel. Our drivers adhere to GRM’s strict delivery and pick-up procedures and protocols.
We offer Next Day and Same Day Delivery services. All deliveries and pickups are scanner-validated for 100% accuracy. And your local GRM Account Executive and Client Service Manager are always ready to respond to inquiries.
In an industry dependent on deliveries, vehicle operating costs have elevated to levels that GRM can no longer continue to absorb. Effective September 1, 2008, GRM will be implementing a fuel surcharge policy. GRM’s fuel surcharge will only apply to vehicle operated service items and will appear as a surcharge line item on your invoice.
Sliding Scale Surcharge
The GRM fuel surcharge will fluctuate on a sliding scale in conjunction with the rising and falling of On-Highway Fuel Prices as documented by the United States Energy Information Administration. As prices are supplied on a regional basis, each GRM location surcharge will differ according to regions as noted below.
GRM Region, Location
North Atlantic: Boston, N.Y
Central Atlantic: NJ, PA, Baltimore, Washington DC
Lower Atlantic: GA, FL
Southwest: Houston, Dallas, Austin, TX
Midwest: IL, Indianapolis
California: San Francisco, Los Angeles
GRM will use $2.00 as its base rate and will adjust up or down according to the fuel reports as provided by the U.S. Retail Motor Gasoline and On-Highway Diesel Fuel as identified in the table below. GRM will use this table to determine the current price of fuel. GRM has also created a table to calculate surcharges (see GRM Fuel Surcharge). GRM has created this table so its customers can reference and calculate surcharges at any point in time and compare to invoiced totals. Please note each month’s surcharge will be calculated as follows. For example, July’s invoice (for services incurred in June) will be based on price points for June. Please view the most recent On Highway Diesel Fuel Prices as dictated by the U.S. Energy Information Administration. (Please Note: You will be directed away from GRM’s website. GRM is not responsible for the content or information provided on other websites).
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Please feel free to call your local office with any billing questions you might have.
Adding to the GRM value equation is the ability to remotely control every aspect of your document storage through our eAccess smart web portal. This service, which is FREE to every GRM customer, lets you access and manage your document inventory conveniently—at any time and from any computer with a web browser. You can request pick-ups or deliveries, apply user authorizations, generate reports and much more.
If you have the immediate need for the contents of a stored document, GRM’s Scan-On-Request service gets it to you fast and electronically. GRM is able to scan documents offsite or onsite, depending on your needs. We can also convert a scanned document to virtually any digital format.
If you wish to transition much of your information to digital while maintaining some hard copy information, we offer the best of both worlds in our Blended Solution. It’s an opportunity to consider your entire organization and make recommendations that benefit you across the board, sustaining both paper and digital records as needed. Because GRM delivers all of this capability in-house, you’re assured a high level of reliability, responsiveness and service often difficult to achieve through multiple vendors.
GRM Document Storage organizes and tracks your information, enabling you to find what’s needed quickly. Productivity is additionally enhanced through our remote inventory control service, eAccess, which is FREE to every GRM customer. eAccess allows you to manage your information any time of day from any location with computer access.
GRM provides an entire range of productivity-enhancing services that save time and effort. Digital Dispatch, for instance, lets you arrange timely pick-ups and deliveries of documents. Our Certified Shredding also helps by eliminating obsolete documents and cost-effectively reducing the quantity of information to manage overall.
We can improve your productivity even more by converting hard copies to digital and sending them in a flash electronically. In the digital environment, further workflow efficiency is possible through our single repository web hosting. Here, the GRM Online Record Center secures and stores your information electronically while making it available for a wide range of cost-effective workflow applications.
Because GRM maintains an awareness of existing and new regulatory requirements for information, we can help keep you in compliance. That could save you substantial fines, penalties and sanctions. We also lower risks associated with the growing incidence of litigation and investigations, where information plays a critical role in legal discovery, chain-of-custody and determining liability.
At GRM, our document management expertise extends to a full understanding of compliance issues and relevant compliance legislation that impacts your business and industry. Our PrecisionPLUS barcode tracking lowers risk by ensuring the accuracy and around-the-clock accessibility of documents. By providing a complete, chain-of-custody record, the service ensures that every item is easily, quickly located and that you have a legally defensible response to investigations, audits and lawsuits.
GRM adheres to AICPA/Service Organization Control (SOC) Reports (formerly SAS 70,) ISO 9000:2008, HIPAA and Statement of Standards for Attestation Engagement (SSAE) regulations for information and data. Our mission to reduce risk even extends to positioning records at multiple points in a designated facility, so that your inventory, as a whole, is less vulnerable to possible disaster, sabotage or identity theft. The objective, always, is to maximize your information as an asset and minimize it as a liability.