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Knowledge Center
FAQs
Frequently Asked Questions
Finding answers to simple questions should be a simple process. GRM is putting the answers to a slew of our most Frequently Asked Questions right at your fingertips. Scroll through the list and you might find exactly what you need. If not, our customer service representatives are available 24/7 to help with any of your unanswered questions. Just call 866-947-6932
What is records management?
There are many, though similar, definitions of records management. One common one is "the field of management responsible for the systematic control of the creation, maintenance, use, and disposition of records
Records management addresses the life cycle of records. The life cycle usually consists of three stages:
- Creation or receipt
- Maintenance, storage and use
- Destruction
In recent years the definition of ‘records’ has grown. It now includes faxes and electronic records such as emails, computer backups, images, video and audio recordings, as well as traditional paper records.
How long GRM has been in business?
GRM was founded out of the moving industry in
Why offsite records management?
Offsite records management allows an organization to increase security and efficiency and to reduce costs. Since records contain information, a valuable resource, it is essential to take a systematic approach to the management of records. GRM’s offsite records management:
- Contributes to the smooth operation of your organization’s programs by making the information needed for decision making and operations readily available
- Helps deliver services in a consistent and equitable manner
- Facilitates effective performance of activities throughout an agency
- Protects the rights of the organization, its employees, and its customers
- Provides continuity in the event of a disaster
- Protects records from inappropriate and unauthorized access
- Meets statutory and regulatory requirements including archival, audit, and oversight activities
- Provides protection and support in litigation
- Allows quicker retrieval of documents and information from files
- Improves office efficiency and productivity
- Provides better documentation more efficiently
- Supports and documents historical and other research
- Frees office space for other purposes
- Avoids unnecessary purchases of office equipment
How long should I keep records?
It depends on the type of record, your industry and its regulations. Generally, records should be kept for seven years, but some records need to be kept for much longer and some for less time. If a record is of historical value, you may retain the record indefinitely.
GRM’s record retention experts can work with your company to help establish a compliant records retention schedule for your organization.
Where are my records stored?
Your paper records are stored in a secure warehouse. We adhere to the strictest security policies in the industry. All your boxes are barcoded and you are provided an online, password protected inventory, allowing you to track each and every record throughout its life cycle.
Where are my films, video, audio and digital data stored?
They will be stored in one of GRM’s data vaults. The vaults are built to meet the strict fire resistant construction standards of the American National Standards Institute and the National Fire Protection Association. The environment, which is designed to preserve and protect data, as well as provide secure video and film storage, is equipped with an independent HVAC system and is computer-monitored to maintain a temperature range between 65° and 68° and relative humidity between 35% and 45%. Key pad entry, motion detectors, heat and smoke detection, CCTV and an FM-200 fire suppression system offer state-of-the-art security and fire protection for all your tape storage needs. And the vault is strategically located to provide rapid disaster recovery services to primary business centers and major hot sites.
Where are my electronic records stored?
Utilizing industry-leading digital document archiving software, GRM EVault recognizes and captures changes to files (at the block level), encrypts the data for enhanced security and compresses it to minimize transmission time. The encrypted data is then sent over the Internet or private telecommunication lines to highly secure offsite Mass Storage Vaults.
A retention program is a well-documented program that tracks records from their inception to their destruction. An inventory of the records disposed of is maintained, including certification that they have been destroyed. Records should never simply be discarded as refuse. Most organizations use processes including pulverization, paper shredding or incineration. GRM also offers certified recycling.
GRM services eight major
With GRM, ordering services has never been easier. You can order instantly and online with our password protected exclusive eAccess technology. I can order via fax. You can order via email or over the phone.
How do I log into eAccess?
Once you register, you simply go to our website or go to our eAccess website and enter your user name and password.
eAccess has the most flexible reporting system in the industry. You control the appearance of your inventory.
How do I set user access?
In the Account Users table, a new column appears that has either Restricted, Edit or Bulk Edit listed. This defines what access the user has to view and edit items in the database. Restricted is for Viewing only. This person cannot make any changes to the database. Edit allows the user to make changes to one item at a time. Bulk Edit allows the customer to make changes to more than one item at a time.
Yes. GRM’s eAccess technology allows for customized billing options.
GRM is the nation’s largest privately held records management company. We have the infrastructure and advanced technology of a multi-million dollar company, but because we are privately held, we report only to our customers. It gives us the flexibility to service your needs in a way that is unprecedented in the records management industry.
GRM is always on the lookout for talented people. We offer an excellent compensation and benefits package. Send your resume with your desired location(s) to careers@grmdocumentmanagement.com.
What if I still have questions?
You can contact us at any time at info@grmdocumentmanagement.com. A representative will respond to you within 48 hours.
