Secure & Compliant Records Management Services
FileVault provides trusted, end-to-end records management solutions that protect your critical business documents, ensure compliance, and improve operational efficiency.
The Challenge of Modern Business Records Management
Managing physical and digital records is a significant challenge. Businesses face constant pressure from growing document volumes, complex regulatory requirements, and the persistent risk of security breaches. In-house management often leads to:
- High Costs: Expensive office space used for storage, plus staff time spent filing and searching for documents.
- Compliance Risks: Difficulty keeping up with regulations like HIPAA, SOX, and GLBA, which can lead to severe penalties.
- Security Gaps: Inconsistent handling protocols, lack of secure access controls, and no clear chain of custody.
- Inefficiency: Wasted time locating misplaced files, leading to delays and reduced productivity.
A disorganized records system exposes your business to unnecessary risks and financial strain. Partnering with a professional records management company is the strategic solution.
Integrated Records Management Solutions
FileVault offers a complete records management service that addresses every stage of the document lifecycle. We help you regain control over your information with a unified approach that combines physical storage and digital access.
Secure Offsite Storage
Free up valuable office space and protect your assets in our high-security facilities. We offer climate-controlled environments, 24/7 monitoring, and advanced fire suppression systems. Our secure records management ensures your documents are protected.
Document Scanning & Digital Access
Bridge the gap between physical and digital. Our document scanning services convert your paper records into high-quality digital files, accessible through a secure online portal. This improves workflow and retrieval times instantly.
Certified Secure Destruction
Dispose of records confidently at the end of their retention period. Our secure shredding services provide a documented, compliant process to ensure your sensitive information is destroyed permanently and responsibly.
How Our Business Records Management Services Drive Value
| Feature | Benefit |
|---|---|
| Centralized Inventory Management | Gain complete visibility over all physical and digital records from a single platform. No more searching through different systems or locations. |
| End-to-End Chain of Custody | Maintain a complete, auditable trail for every document. RFID and barcode tracking ensure document integrity from collection to destruction. |
| Automated Retention & Destruction | Apply consistent, automated retention schedules based on your policies and regulatory needs, reducing compliance risks associated with expired records. |
| On-Demand Retrieval (Physical & Digital) | Access any file you need, when you need it. Request physical delivery or secure digital access with our Scan-on-Demand service. |
Your Path to Optimized Records Management in 3 Steps
1. Initial Consultation & Audit
We start by understanding your current processes, challenges, and compliance needs with a thorough assessment.
2. Customized Plan & Implementation
We develop a tailored records management plan. Our team then securely transports your documents to our facility and integrates them into our system with minimal disruption to your operations.
3. Secure Management & Access
You gain immediate control over your inventory through our client portal, enabling you to manage, retrieve, and monitor your records efficiently and securely.
Why Choose FileVault as Your Records Management Company?
Since 2013, FileVault has been a trusted partner for businesses across North Carolina. We are more than just a storage vendor; we are an extension of your team, dedicated to information governance. Unlike other records management companies that offer fragmented services, we provide a single, integrated solution for the entire document lifecycle. Our commitment to security, compliance, and customer service ensures your most valuable assets are in expert hands.
Our tailored approach provides the secure records management your business requires to operate efficiently and with peace of mind. Learn more about the benefits of outsourcing your records management.
Tailored Records Management for Your Industry
We provide specialized business records management services with a deep understanding of industry-specific compliance and document handling requirements.
Healthcare
HIPAA-compliant storage and management for patient records, ensuring privacy and fast access for continuity of care.
Legal
Secure handling of client files, case documents, and e-discovery data with a strict chain of custody.
Financial
SOX-compliant solutions for financial documents, audit trails, and long-term archival. Read about SOX compliance and document management on our blog.
Manufacturing
Management of quality records, lot samples, and regulatory documentation.
For a complete list, visit our Industries Served page.
Frequently Asked Questions
What are records management services?
Records management services refer to the professional management of a business’s physical and digital records throughout their lifecycle. This includes secure storage, organization, retrieval, compliance monitoring, and eventual destruction. A comprehensive records management service helps businesses save space, reduce costs, and mitigate compliance risks.
How do you ensure the security of my documents?
We implement multi-layered security protocols. Our facilities feature 24/7 surveillance, restricted access controls, and environmental protections. All documents are tracked with barcodes and RFID technology, and our team is trained in strict chain-of-custody procedures to provide the highest level of secure records management.
Can I access my stored records quickly?
Yes. Our client portal allows you to request files 24/7. We offer physical delivery services and a Scan-on-Demand option, which provides you with a secure digital copy of a requested file, often within hours.