Services

Frequently Asked Questions

Why Self-Storage Facilities Are Risky?

Self-storage only addresses the physical storage of your records and is typically more costly than using a Records Storage Facility. The hidden costs of such a facility include the personnel costs of retrieval which potentially expose your business to expensive workman's compensation injuries and claims, as well as the risk involved with utilizing personal vehicles for the transportation. Another element of concern is the exposure to extreme variations in temperature and humidity which may cause the image quality of records to deteriorate rapidly, as most self-storage facilities do not control this variation.

How Does Naviant Make Switching From Our Current Provider Seamless?

Naviant will work with you to make the transition easy. We have standardized processes in place to help our customers move seamlessly from one provider to Naviant, and our proactive approach takes many of the potential headaches out of the equation. We will help you with cost justification, audit trail process suggestions to ensure your records remain in tact and trackable.

What is Naviant's Policy on Re-Boxing Records?

Naviant does not require re-boxing of records into Naviant Standard Storage Boxes as long as your boxes are in good condition, and meet standard flexible container requirements. Naviant does offer competitively priced standard storage boxes (1.2 cubic feet, 10"H x 12"W x 15"L) that are extremely durable, have triple-wall construction, and easy-carry handles.

How Do We Order Records Back To Our Office?

When Naviant sets you up as a customer, we provide you with an Inventory List that shows you what documents are stored at Naviant's Records Center. To request delivery of a box, file, or record, simply refer to the Inventory List to locate the item you need and send in a completed Fax Request Form to Naviant and you will receive your item within your requested timeframe.

How Long Does It Take To Get Records Back Once Requested?

Naviant understands that you may require different delivery options depending on the urgency of your request so we offer Standard, Priority, Rush & After Hours service levels that range from one-hour delivery to next day service to meet your needs. Be rest assured Naviant is available 24x7, 365 days a year to ensure you have access to your documents when you need it most.

Can Anyone In My Company Request Records?

Naviant has policies and procedures in place to ensure that only authorized personnel have access to your records. When you become an Naviant customer, your company will complete an Authorization Request Form which lists any personnel you authorize, along with their signature for authentication. Unauthorized requestors will be denied access and reported to your management.

Naviant Physical Records Center

How Do You Keep Track Of My Records?

Upon receipt of your records, all items are bar-coded and added to our management tracking system. Each time your records are handled by our internal staff or delivery fleet, they are scanned using a hand-held device that allows us to record and track the movement of each coded item throughout our facility and yours.

When Does it Make Sense to Scan/Image Records vs Store?

The decision is usually based on a number of factors that include frequency of access, how you use the records, number of people requiring access, equipment required to create, store, or read them, as well as the length of storage. Naviant has experienced professionals on staff that can help you with a cost/benefit analysis of what makes the most sense for your organization. Naviant is one of the few records management companies that has an in-house Conversion Services department that offers remote day-forward, back-file, and media-to-media conversion services to reduce cycle times, save personnel costs, automate processes, save space, and eliminate the need for equipment investment.

How Long Should We Keep Records?

Retention schedules should be established as records are created to mitigate risk involved with potential liability of retaining documents that are no longer required by law. Naviant will track your retention schedules and notify you when an item has come due for destruction or review. Naviant requires an authorized customer signature for each individual barcoded item prior to destruction, which provides a failsafe method for customers to once more review their retention guidelines prior to destruction. Once destruction has been completed, the customer receives a Certificate of Destruction (COD).