"As a 20 plus year veteran of PRISM, I’m confident in saying that my company is more profitable and is better managed because of the information and education that me and my staff have been able to obtain through our membership. The network of members, the education and the deliverables make PRISM a great value for new members."
Demand the Best
Because information is vital to the livelihood of your business, it is essential that you make the most knowledgeable decision possible when selecting an offsite information management company. After all, they will become an important business partner.
TO ASSIST YOU PRISM International, the not-for-profit trade association for the information management industry,has prepared this guide to assist you in finding the Offsite information management company that best meets your specific need. The guide helps you examine key factors in your decision-making process, highlighting important issues and recommending questions you may want to ask when considering an offsite information management company.
PRISM International is committed to assuring quality across the industry,however,does not advocate specific standards,regarding information management,nor require its members to provide specific services. The Association does recommend using a PRISM International member for your company’s information management needs, and encourages you to take the time to tour the company’s facility.
Please note that this guide is meant to be just that-a guide. There is no "right' way to select the best company for your information management needs,but there is a more informed way. Once you have assessed your company's needs, use this guide to assist in the selection of the appropriate offsite information management company.PRISM International is confident you will find this guide helpful when making your decision to go off-site. The thousands of businesses that have chosen this option know that going offsite makes good business sense. We look forward to having you join the many satisfied clients of our industry.Because information is vital to the livelihood of your business, it is essential that you make the most knowledgeable decision possible when selecting an offsite information management & nbsp; company. After all,they will become an important business partner.
KEY
E Excellent
G Good
A Average
P Poor
N/A = Not Applicable
Selecting the Right Company
Company Profile
What is the company's mission? How does that mission compare with the goals and needs of your company?
How long has the company been in the business of information management?
In what key ways does the company differentiate itself from its competitors?
Will the company provide appropriate information to establish its financial stability? Yes No
Will the company provide references? Yes No
Is the company an active member of PRISM International? Yes No
KEEPING YOUR INFORMATION SAFE
GENERAL SECURITY
24-hour monitored security E G A P N/A
Authorized access to the facility E G A P N/A
In-house security training and procedures E G A P N/A
Monitored vault entry E G A P N/A
Secure loading and unloading area E G A P N/A
Authorization procedures meet our requirements E G A P N/A
Does the company conduct a daily security check? Yes No
Are security systems inspected and tested regularly? Yes No
DISASTER PREVENTION/PLANNING
Adequate smoke detection systems E G A P N/A
Adequate fire detection systems E G A P N/A
Adequate fire suppression systems E G A P N/A
A no-smoking policy E G A P N/A
A regularly maintained and tested internal disaster plan E G A P N/AEGAPN/A
Are fire prevention and alarm systems regularly inspected and tested? Yes No
Is the alarm system activated by line tampering or disruption? Yes No
FACILITY
Desirable location E G A P N/A
Built to earthquake code and/or other construction standards E G A P N/A
Back-up power systems E G A P N/A
Proper insurance coverage in the event of a disaster E G A P N/A
AIs the facility a stand-alone building? Yes No
Is the facility located in a multi-tenant building? Yes No
Are there other businesses near this facility that could bepotentially hazardous? Yes No
Does it engage in any other business at its facilities Yes No
(moving and storage,public warehousing,etc.)?
Is the facility located in a non-flood pronearea? Yes No
COURIER VEHICLES
Vehicles are designed for safe media transport E G A P N/A
Vehicles are climate controlled E G A P N/A
Vehicles have appropriate security E G A P N/A
Vehicles are secured while at a delivery/pick-up site E G A P N/A
Vehicles undergo preventative maintenance E G A P N/A
Vehicles are equipped with appropriate two-way E G A P N/A
communications (cellular phones,pagers,etc.)
Are vehicles equipped with a fire extinguisher? Yes No
POLICIES & PROCEDURES
Clear and acceptable business contract E G A P N/A
Shipping and receiving records signed andmaintainedfor future reference E G A P N/A
Comprehensive employee screening process E G A P N/AEGAPN/A
Substance abuse policy (initial andongoing) E G A P N/A
Employees/drivers are provided withuniformsand identification cards E G A P N/A
Employees are required to sign a confidentiality agreement E G A P N/A
Ongoing employee education E G A P N/A
After-hours personnel trained to handle client emergencies/requests E G A P N/A
SELECTING THE SERVICES YOU NEED
STORAGE CAPABILITIES
Audio and video tapes E G A P N/A
Computer media E G A P N/A
Hardcopy records E G A P N/A
Micrographics E G A P N/A
X-Rays E G A P N/A
Other E G A P N/A
Adequate space to meet current needs E G A P N/A
Adequate space to meet future needs E G A P N/A
Temperature and humidity controlled environment for:Hardcopy records E G A P N/A
Media vault E G A P N/A
Is the racking and shelving specifically designed for information management? Yes No
Does the media vault have an auxiliary power backup? Yes No
CUSTOMER SERVICES
24-hour customer access E G A P N/A
Barcode tracking E G A P N/A
Client procedures and/or training E G A P N/A
Client review rooms E G A P N/A
Computer reports available E G A P N/A
Confidential destruction services:
Hard copy E G A P N/A
Media E G A P N/A
Contingency planning E G A P N/A
Courier service:
Company staffed E G A P N/A
Outside vendor E G A P N/A
Emergency service only E G A P N/A
Departmental billing E G A P N/A
Disaster recovery services E G A P N/A
E-mail transmission E G A P N/A
Emergency pick-up and delivery E G A P N/A
Facility management/Outsourcing services E G A P N/A
Fax transmission E G A P N/A
Index and inventory services E G A P N/A
Information management consulting E G A P N/A
Microfilming/Imaging services E G A P N/A
Phone reference E G A P N/A
Remote (online) access E G A P N/A
Retention schedule monitoring E G A P N/A
Retrieval and refile services E G A P N/A
Are storage containers readily available? Yes No
Are computer media transfer cases available? Yes No
Is a statement of service and prices available? Yes No
Is client records/information management software available? Yes No
What Our Members Say
Steve Richards, President & CEO of Richards & Richards, Nashville, TN