Records Storage Company Leaving Charlotte? Here’s What to Do
If your records storage company was recently acquired and is leaving the Charlotte area, you might be wondering what happens next and you probably have a few questions:
- Where are your boxes going?
- How will you access your records?
- What does this change mean for your business?
The good news is you have options. You can find out where your records are stored, review your current agreement and decide whether switching to a local provider makes sense.
We’ll walk you through the questions to ask your current provider, why keeping your records local matters and how Record Storage Systems can help you make the switch.
What Happens When a Records Storage Company Is Acquired?
When a records storage company is acquired, the new owner may change how it stores and manages customer records. Customers will likely face new service terms, different retrieval processes, the relocation of their boxes, and updated pricing.
If your document storage company is leaving the Charlotte market, here are a few things to look out for.
- Storage location: Your boxes may be moved to another facility, potentially outside the North Carolina area.
- Retrieval times and fees: Longer distances can affect how quickly you receive records and what delivery costs.
- Pricing and contract terms: You may see new rates, minimum charges, renewal dates or fees for retrieving and permanently removing boxes.
- Customer service: Your local account representative may change, or you may need to contact a centralized support team.
- Online access: Your provider may move your inventory to a new system, requiring new login details or a different process for requesting records.
These changes won’t happen in every acquisition. Still, it’s worth confirming what the new arrangement means for your business before making any decisions.
Questions to Ask Your Current Records Storage Provider
Before switching providers, get a clear picture from your current vendor of where your records are stored, what your contract requires and how a transfer would work.
Here are 6 questions to ask.
- Where are my records stored now? Ask for your current vendor’s address and whether your boxes are being moved to another state. Get the answer in writing.
- Can I get a complete electronic inventory? Request a report with box numbers, descriptions and any file-level indexing. You’ll need this information to track your records during a transfer to a new provider.
- Are my contract terms or rates changing? If you choose to stay with the current vendor and move your records to another state, review any new fees, renewal dates, notice requirements and other changes to your agreement.
- What will it cost to remove my records? Ask about permanent removal fees, transportation charges and any other costs associated with switching providers.
- How quickly can I retrieve a file? Confirm standard delivery times, rush options and any changes to retrieval fees.
- Who should I contact with questions? Get the name, direct phone number and email address of your current account representative.
Once you have these answers, you can compare your current service with what another provider can offer. If your records are moving out of the area or the new terms don’t fit your needs, a local storage company may be a better option.
Why Local Records Storage Matters for Charlotte Businesses
Your records support daily business operations. When you need a contract, a patient file, an invoice, or a document for an audit, you need to know where it is and how to get it.
Keeping your records in Charlotte can help in several ways.
- Convenient access to your records. A local facility can help you get the documents you need without relying on transportation from a distant location. Ask about standard retrieval times and delivery options when comparing providers.
- Clearer control over your records. Knowing where your records are stored and who can access them helps your team manage sensitive information and respond to audits or other requests.
- Direct customer support. A local team can help answer questions about your account, inventory and retrieval requests.
- Simpler records management. When records reach the end of their retention period, you can coordinate secure destruction with your storage provider.
For businesses in healthcare, legal services, financial services and other regulated industries, knowing where records are stored is especially important. Your company still needs to follow its own retention, privacy and security requirements, regardless of where a storage provider operates.
How to Move Your Records to Record Storage Systems
Switching records storage companies can feel like a big project, especially if you have hundreds or thousands of boxes. You may not have planned to change providers, and you probably have other things to focus on.
Record Storage Systems helps Charlotte-area businesses manage the transition from their current provider to our local facility. We’ll walk you through the process, help coordinate the logistics and keep you informed along the way.
- Authorize the Transfer
- Set Up Your Account
- Plan the Move
- Transfer and Verify Your Records
- Get Access to Your Records
Why Charlotte Businesses Choose Record Storage Systems
If your records storage company is leaving the Charlotte area, you may be looking for a provider that keeps your records close to home. Record Storage Systems helps you make that change with local storage, responsive service and support throughout the transfer.
- Local, secure storage. Your records stay in Charlotte at our access-controlled facility.
- Help from start to finish. We guide you through the transfer, help coordinate transportation and work with you to manage the details.
- Responsive customer service. You’ll work with a team that knows your account and can answer questions as they come up.
- Competitive pricing. Storage charges are based on the volume of records you transfer, with pricing explained up front.
- Convenient online access. View your inventory and submit retrieval requests through our customer portal.
You don’t have to figure out the entire transition on your own. We’ll help you understand your options, plan the move and get your records set up at our Charlotte facility.
Keep Your Records Local, Secure and Accessible
If your records storage company has been acquired or is leaving the Charlotte area, you may be facing a change you never expected to make.
Record Storage Systems can help you work through your options, coordinate the transfer and bring your records to our Charlotte facility. Our team will guide you through the process so you know what to expect at each step.
Contact Record Storage Systems to discuss your current storage arrangement and learn how we can help keep your records local, secure and accessible.
Frequently Asked Questions
Can I move my records if my storage company has already relocated them?
Yes. You can still transfer your records to a local provider if your current company has moved them to another city or state. The next steps depend on where your boxes are stored and the arrangements available through your current provider. Record Storage Systems can help you work through the logistics and determine the best approach for bringing your records to our Charlotte facility.
Will I lose access to my records during the transfer?
We’ll work with your team to plan the transition around your business’s needs. As boxes arrive at our facility and are entered into our inventory, they’re available for retrieval, delivery or scan-on-demand services. If you need a specific box during the transition, let us know so we can help coordinate access based on its location and transfer schedule.
How much does it cost to transfer records to Record Storage Systems?
Storage charges are based on the volume of records you transfer. Your current provider may also have fees for removing or transporting your boxes, so it’s worth confirming those costs before the move. Record Storage Systems will explain our pricing up front and help you understand the steps involved in transferring your records.
If I stay with my current provider, how do I know where my records will be stored?
Ask your current provider for the facility address and confirm where your records are being relocated. Ask them how it will affect your ability to retrieve hard copy records and if your pricing will be affected.
