FileVault: Your Trusted Partner for Secure Document Storage
We provide industry-leading secure document storage services to protect your critical information, ensure regulatory compliance, and improve operational efficiency.
The Hidden Costs of Improper Document Management
Managing physical documents is more than a storage issue; it’s a significant business risk. In-house paper storage systems often lead to operational inefficiencies, compliance violations, and exposure to data breaches, which now cost businesses an average of $4.88 million per incident.
Productivity Loss
Professionals spend nearly 5 hours per week searching for documents. Inefficient filing systems for secure paper document storage lead to wasted time and frustrated employees.
Data Loss & Theft
Over 7.5% of all paper documents are lost completely. Without professional oversight for the secure storage of documents, your sensitive information is vulnerable to misplacement, theft, or disaster.
Compliance Risk
Failing to meet regulatory requirements like SOX, HIPAA, or FACTA can result in severe fines and legal action. Proper document secure storage is a compliance necessity.
A Complete Solution for Secure Document Storage
FileVault provides comprehensive secure document storage services that protect your assets from creation to destruction. We combine physical security with advanced technology to offer a solution you can trust.
State-of-the-Art Secure Facility
Our specialized facility is equipped with 24/7 surveillance, climate control, and advanced fire suppression systems, ensuring the highest level of protection for your physical records.
Benefit: Peace of mind knowing your critical documents are protected from environmental damage, theft, and unauthorized access.
Strict Access Controls & Chain of Custody
We enforce role-based access protocols and maintain a detailed chain of custody for every document. RFID tracking provides real-time location data for your assets.
Benefit: Complete transparency and auditability, ensuring only authorized personnel can access your information. This is critical for secure document archiving.
Scan-on-Demand & Digital Access
Need a document from your offsite archive? Our scan-on-demand service delivers a secure digital copy directly to you, combining the safety of physical storage with the convenience of digital access.
Benefit: Fast, efficient retrieval without compromising the security of your original paper files.
Compliance & Retention Management
We help you manage complex retention schedules required by regulations like HIPAA and SOX. Our system flags documents for secure destruction when they reach the end of their lifecycle.
Benefit: Reduced legal risk and assured compliance with industry and government mandates for secure paper file storage.
Get Started in Three Simple Steps
1. Request a Consultation
Contact us to discuss your document storage needs. We’ll assess your current system and identify opportunities for improvement.
2. We Create a Custom Plan
Our experts design a tailored solution for secure offsite document storage, including pickup, indexing, and management.
3. Gain Security and Peace of Mind
Your documents are securely transported to our facility. You gain immediate access to our management portal and retrieval services.
Meeting Your Regulatory Compliance Needs
Our secure archive storage solutions are designed to help you comply with major industry regulations. We provide the necessary controls, audit trails, and policies to support your compliance programs.
| Regulation | Requirement | How FileVault Helps |
|---|---|---|
| HIPAA | Protection of patient health information (PHI) and defined retention periods. | Secure, access-controlled storage and managed destruction for medical records. |
| SOX | Accurate and secure financial records with strict internal controls. | Auditable chain of custody and secure storage of documents to support financial transparency. |
| GLBA | Protection of consumer financial data and privacy. | Ensures financial information is stored in a secure, non-public environment with restricted access. |
| FACTA | Proper destruction of consumer information to prevent identity theft. | Certified destruction services for documents at the end of their retention lifecycle. |
Why Choose FileVault?
Since 2001, FileVault has been a trusted North Carolina partner for records management. We are not just a vendor; we are an extension of your team, dedicated to protecting your information. We combine deep industry expertise with a commitment to customer service, providing tailored solutions that address the specific challenges of your business. Our focus on secure offsite document storage means your most valuable assets are in expert hands.
Tailored Solutions for Your Industry
Healthcare
HIPAA-compliant storage for patient records and administrative files.
Legal
Secure management of client case files, contracts, and evidence.
Financial & Banking
SOX and GLBA-compliant storage for financial records and client data.
Manufacturing
Protection for quality control documents, IP, and operational records.
Frequently Asked Questions
How do I get my documents back if I need them?
You can request a document through our secure online portal. We offer physical delivery or a scan-on-demand service that provides a secure digital copy, often within hours.
Is secure offsite document storage expensive?
Outsourcing your document storage is typically more cost-effective than using prime office space. When you factor in the reduced risk of data breach fines and improved employee productivity, professional services provide a significant return on investment.
What happens when my documents are no longer needed?
We manage your retention schedule and notify you when documents are eligible for destruction. Upon your approval, we perform secure, certified shredding services to ensure permanent disposal and compliance.