October 25, 2013

Why We Do What We Do: Concrete Vault

FileBank is committed to the detection, prevention and control of loss or damage to government and personal property due to theft, sabotage, civil disturbance, natural disaster or similar cause. Our archive center safeguards personnel, property and operations.

The size of FileBank's archive center is 610,000 cubic feetIt is an impressive four stories tall, built with windowless, concrete walls. Our archive center safely and securely stores more than 300,000 archive boxes, 814,000 files, and a data center with over 145 users. 

Our security measures prevent illegal access to equipment, buildings, material and documents, both within and outside the buildings. The inside of the building is equipped with a state-of-the art fire suppression system and the exterior is monitored 24/7 by security cameras.

We operate at maximum efficiency to lower costs to our clients while providing safe, secure, and speedy retrieval of information critical to their business operations.

FileBank.... that is why we do what we do.

September 16, 2013

Why We Do What We Do: Acid-free Paper


When the retention period for your documents is forever, we wrap them in acid-free paper so they will last very long time.

Many competitors would store your permanent documents unwrapped, leaving them exposed to dust and air pollution. Others might wrap them in plastic, which traps moisture that causes mildew. Still other competitors might wrap your documents in ordinary wrapping paper, which over time releases acidic gases as the paper ages, slowly eroding the important data contained in your documents.




All of these approaches are more cost and time effective. However, because those methods are flawed, we chose to use acid-free archival paper. Acid-free archival paper is more expensive. But unlike ordinary wrapping paper, it does not have the harmful acidic properties. And unlike plastic wrap, acid-free paper allows the document to “breath,” preventing the collection of moisture that leads to mildew.

FileBank’s policy of using acid-free paper ensures that your institution's history will be preserved safely long into the future. We do it so your ancestors can review their distant past through their written history. 

… we do it because we care.  FileBank.

September 4, 2013

Why We Do What We Do - Air Rotation

by Greg Copeland

FileBank rotates 40,000 cf of air a minute with large air- rotation system. This keeps the atmosphere in the vault dry and prevents mildew from forming.
FileBank's air rotation system, center, rotates 40,000 cubic feet of air a minute.


The Rotation System also assures the temperature in our facility is within two degrees anywhere in the archive center.

The system monitors temperature, humidity, and smoke detection.

FileBank and our security company are alerted if any of these important levels exceed norm.

Your contents at FileBank are monitored 24/7/365 for a safe and secure environment.

Why do we do what we do... because we care.

June 7, 2013

Standards and Best Practices of a Records Management System

by Bryan Finlayson
Complying with standards is a must when establishing a records management program. This rule is especially true for municipalities and school districts.
Public institutions must adhere to state and federal guidelines for records retention and disposition, which form the standard practices to manage records by. Without standards, there is no benchmark against which to measure performance. Records get lost, and the public suffers as a result.
ARTEMIS is NJ's  online system for records retention.

In New Jersey, records management is governed by Records Management Services (RMS), a division within the Treasury Department. The goal of RMS is to create benchmarks, lend credibility to the management of public documents, provide training and support, promote cost savings, and simplify the procedures for records management. The state uses an online system, ARTEMIS, to administer records retention and disposition within municipal, county, and state agencies.
Following the guidelines of RMS is not always easy. Retention schedules are complex legal documents and there are many small details affecting document retention that can be lost on the untrained eye.
One problematic area is student records. While student records are “active”, i.e. the student is still in school, the records fall under the jurisdiction of the New Jersey Department of Education (see Administrative Code 32 for more information). However, once that student graduates, jurisdiction for their records is transferred to RMS. What’s more, the student’s files must be separated after graduation into separate folders, one for “mandated” documents and the other for “permitted” documents.
Details such as these are not readily apparent on the RMS retention schedule for student records and require some digging to discover. That’s why a program to ensure that state standards are followed with accuracy is so important to the integrity of public organizations.
There are several key ingredients to an effective program. First, the program should emphasize accountability by appointing a senior executive to oversee the program and ensure continued monitoring for compliance and improvement. Second, the records management processes should be transparent to help everyone involved adhere to and understand the fundamentals of good records management. Third, the program should ensure that documents are protected, readily available, and in compliance with retention and disposition policies.
FileBank helps your organization establish a records management program that adheres to the best industry policies and practices. We begin with a preliminary evaluation of your recordkeeping program to establish your needs. As a full-service document management firm, FileBank provides solutions for all spectrums of records management program, from simple box storage in our secure archive center to a web-based platform for managing your documents via the cloud.
Not only is FileBank useful in establishing organization-wide best practices, but we make our services affordable and accessible. That’s why FileBank is the choice of municipalities and school districts for their records management needs.
Contact a representative today to learn more about FileBank’s impressive suite of records management solutions. And remember, “At FileBank, what’s inside is safe!”

June 3, 2013

The Benefits of a Records Management System

by Bryan Finlayson

Most people don't do something unless there is a benefit or consequence in their doing or not doing it. This universal truth applies to just about anything people do, including records management.

It is sometimes easy to forget, but records management is a critical component in any organization. Without solid records management practices, organizations would lose control of their information and fail to function properly. Just think about the last time you couldn't find a document you needed at work and how much frustration and confusion that caused.

How records management programs are implemented vary depending on the organization. Records management programs at public institutions are shaped by state and federal laws that govern retention and disposition of public documents. Private businesses are generally freer to create their own rules. But wherever you are and no matter what the program is, one thing is universal: For a records management program to succeed, it must come from the top.

That's right. Upper-level management must recognize the importance of, buy into, and support records management efforts. For a records management program to succeed organization-wide, management must embrace solid information management practices. These practices are grounded in an understanding of the laws pertaining to their industry and the culture and philosophy of their business, and they should be communicated to all employees.

But what's in it for the employee if he or she manages records according to an organization's records management program? The answer is clear: A more productive workplace, easier access to information, easier decision-making, and freedom from the guilt associated with misplacing mission-critical documents.

FileBank understands the importance of a sound records management program. Our records management solutions are proven to lower costs, raise productivity, improve morale, and ensure regulatory compliance. For instance, our Jump to Digital solution covers all the critical components of an effective records management program, providing you with easy access to current records, a safe place to store legacy documents, a system to organize your physical and digital documents, and scanning for your files. All for $299 per month.

So, if you want to start managing your information effectively, give us a call. Your employees and stakeholders will thank you for it.


May 22, 2013

NJ Records Management: Tips and Tricks

by Bryan Finlayson

It has happened to all of us, once in a while. We walk into the back room, the office basement, the filing closet down the hallway, and we see it. Stacks, piles, mountains of documents greet us, so many papers that we don’t even remember where they came from. This type of situation is common among even the most well organized office. Often, after a document has been used for its immediate purpose, we leave it in a box or a filing cabinet where it sits until spring cleaning transfers it to this infamous backroom. Our boss might wander down the hall and wonder “why can’t we just get rid of all this mess?”

The answer is that many types of documents have certain legal life spans, periods in which you are obligated to retain them. A purchase order, a student record, the blueprint for your building: all of these documents have a different time period that they need to be saved. The New Jersey state agency that keeps track of these laws is called the Records Management Services (RMS), formerly known as the Division of Archives and Records Management (DARM). In NJ, all public agencies such as schools, hospitals or municipal governments have to get RMS’s approval before they can legally destroy documents. A report that lists the contents of each individual box must be submitted to RMS with signatures from the agency in order to commence the destruction process. 

But here’s where disposing of old documents gets tricky: each type of document has its own unique code. Each department in a public agency has a unique schedule of retention codes which RMS provides online in PDF format. Sorting through all of these 100s of retention codes can be quite daunting! Fear not, for at FileBank this task is one of my specialties. If you keep a few essential points in mind when getting ready to destroy your documents, you will make working with RMS a simple, efficient experience. 

First: Are you putting all of the same type of document in each box? You would be surprised how easy it is to forget to do this! I have seen file boxes where someone literally took their entire inbox from their desk (plastic container included) and put it in a box to be destroyed. RMS will not accept boxes packed in this way, for there is no way to code all the mixed up documents in such a box. 


Second: Have you divided your boxes into their proper departments? An employee record and a purchase order are not part of the same department. This example is very obvious, but be careful that each set of boxes represents only one department – for RMS accepts one report per. 


Third: Don’t know if something can be destroyed? Look it up! The PDFs that RMS provides online have a search tool (the binoculars icon) that allows you to look up a document’s retention code by keyword. The more you reference these schedules, the easier it will be for you to identify those really tricky documents. 


Finally, pay close attention to signatures! In my experience, the destruction of obsolete files is most often retarded by a missing signature on one of the necessary forms. Depending on the type of agency requesting permission to destroy, 2-4 different signatures will be needed before RMS accepts a destruction report. Also, pay close attention to who is signing which fields. For example, Field 4 on the form must be signed by the Custodian of Records and Field 3 must be 


Feel free to post any questions you might have about RMS below. Also make sure to check the links side bar to the right of this post, where you can go to RMS’s website and learn more about what they do for NJ! Also, please don’t hesitate to contact me if you have questions specifically related to FileBank’s services in relation to RMS.

May 7, 2013

Upcoming Exhibitions at Atlantic City


by www.filebankinc.com

FileBank will attend several high-profile exhibiting events this year. The company will showcase its popular Jump to Digital program, a digital document management solution that helps school districts and municipalities transition to a paperless work environment. We will also promote our new hosting service, FileCloud, which reduces subscriber IT infrastructure, maintenance, and software expenses.

This summer, FileBank will exhibit at the following events:
  • New Jersey Association of Counties (NJAC) on Wednesday, May 8 to Friday, May 10 at Caesars Atlantic Hotel and Casino in Atlantic City, Booth 610
  • International Institute of Municipal Clerks (IIMC) Sunday, May 19 to Tuesday, May 21 Trump Taj Mahal, Booth 219

We're excited to be presenting at the following events later this year:
  • NJSBA/NASBO/NJASA 2013 Annual Exhibition & Workshop at the Atlantic City Conference Center from Tuesday, October 22 to Thursday, October 24
  • NJLM New Jersey League of Municipalities 98th Annual New Jersey State League of Municipalities Conference at the Atlantic City Convention Center from November 18 to 21
You'll be happy to know that FileBank enjoyed great success at recent Atlantic City shows. From April 24 to 26, FileBank exhibited its records management services to attendees at the New Jersey Conference of Mayors (NJCM) at the Borgata Hotel Casino & Spa. At the convention, we showcased how FileBank's services help municipalities better comply with state records management requirements, gain more effective control over paper documents, and move toward a paperless environment. We'd like to thank the many individuals who were interested in FileBank's enterprise content management services. If you did not make it to the convention and would like to learn more about our dynamic records management solutions, please do not hesitate to contact a customer service representative or visit our website. 

Come visit us at the Atlantic City Conference Center and learn more about our services. We’ll be giving free demonstrations of our technology and web-based applications, and we'll talk about our company’s 25 years of industry experience. If you are looking for a firm to help you manage your organization's inventory of records, we'd love to talk to you.

If you’re responsible for making the purchasing decisions at your organization, you’re looking for an enterprise content management company that provides consistent, conforming, quality products and services. Let FileBank show you its commitment to delivering superior service and outstanding customer care as your partner in all your record management needs. We look forward to seeing you in Atlantic City.