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November 22nd, 2011
How long do you need to keep old records? Well, it varies. There are the fairly standard IRS rules to live by, but some industries have additional guidelines and regulations. Some feel that the best answer is to “keep everything forever.” Because of space and legal issues, this causes more problems and should be avoided.
It makes sense to try and find the record retention schedule for your specific industry. For some, that may simply be the IRS guidelines.
For others, more specific industry retention schedules may be in order. Here is an example of local government records retention schedules.
Finding retention schedules for your specific industry shouldn’t be too difficult, but you may want some additional confirmation that you have all the bases covered. If you need help putting a records retention plan in place, we’d be happy to help.
Posted in Destruction and Shredding, Records Management, Storage Compliance | Comments Off
November 17th, 2011
Here at UV&S, we can connect you with Certified Records Managers to help you formulate strategies, set objectives, assign tasks and more. But what exactly is a Certified Records Manager? 
Records management, or RM, is the practice of maintaining the records of an organization from the time they are created up to their eventual disposal. This may include classifying, storing, securing, and destruction (or in some cases, archival preservation) of records.
Many colleges and universities offer programs that cover records management to one degree or another, but the Certified Records Manager distinction requires a separate, non-degreed professional certification.
The Institute of Certified Records Managers has this to say about the certification process:
Attaining the CRM designation is based on educational background, professional work experience and the passing of a six-part examination.
The six-part examination is divided into:
- Part 1 Management Principles and the Records Management Program
- Part 2 Records Creation and Use
- Part 3 Records Systems, Storage and Retrieval
- Part 4 Records Appraisal, Retention, Protection and Disposition
- Part 5 Technology, Equipment & Supplies
- Part 6 Case Studies
Read more about Certified Records Management certification here.
Posted in Records Management | Comments Off
November 15th, 2011
This week we are catching up with our friends from the Association of Moving Image Archivists at the AMIA Annual Conference in Austin, Texas. Jeff Ollenburger and Kerry Sue Underwood will be in booth #14 November 16 through 18.
We will be joined by our partners at 2G Digital Post. You won’t want to miss the demonstrations of 2G’s patented 6D Virtual Library system.
The conference schedule is packed with great sessions on moving image preservation and archiving. These are right up our alley. We’ve grown to secure more film and sound elements than any company in the Western Hemisphere. “It’s a wrap…send it to the Salt Mine,” has become a familiar phrase in the film and television industry.
Film and sound archiving is a very specialized field. There are many factors to consider when developing an archiving plan, including:
- Overall cost of storage
- Ease of retrieval or alternative access
- Disaster protection
- Theft protection
- Environmental barriers to preservation
Want to learn more? Stop by and talk with Jeff and Kerry Sue, or drop us a line.
Posted in Events, Film Storage | Comments Off
November 15th, 2011
To Larry Carter, it seems like only yesterday he got out of the Air Force. Now he’s celebrating his 20-year anniversary with UV&S. 
Facility Manager for our Topeka office, Larry enjoys the fact that his job allows him the opportunity to talk and work with a wide variety of people in different industries and with different backgrounds.
Larry likes to stay active, refinishing furniture and playing Pickle-ball in his spare time. So, what is Pickle-ball? It’s somewhere between tennis, badminton and table tennis. And if that definition is a little too vague for you, take a look at www.pickleball.com for a little more information. Larry plays with a group that has gone to tournaments in Kansas City, Wichita and Topeka.
Congratulations Larry for 20 years of dedicated service. We hope you stay for many more.
Posted in Employee Spotlight | Comments Off
November 11th, 2011
There were plenty of heroes in this year’s World Series, and that has us thinking about baseball cards. A few superstar players may see their card stock rise after an exciting seven-game nail biter. Congratulations to the World Champion St. Louis Cardinals.
Many may not know that baseball cards are one of the more unique items we store here at Underground Vaults & Storage. Like any item, proper storage of baseball cards is important and can help protect your investment, especially if you have one of these top ten most valuable cards.
If you were lucky enough to have any of these in your collection, you’d certainly take great precautions when storing them. The fact of the matter is that most businesses have valuable records that are vital to their operations and these records deserve the same protection you’d want for a T206 Honus Wagner. Remember, whether your protecting baseball cards or business records, basic storage best practices apply. Consider the space needed, environmental concerns, your access needs and the value of your items when determining whether to store them on or off-site.
Image courtesy of Flickr user Baseball Collection
Tags: unique storage
Posted in Fine Art and Artifact Storage, Underground Storage | Comments Off
November 9th, 2011
Supervisor Ranea Henderson really loves her clients. Working in the Secure Private Vaults, Ranea and her team are the only people that deal with her clientʼs records and she enjoys the one-on-one relationships that come with the job.
“Every day is something new, and our clients are really wonderful people,” Ranea says. “They trust us to take care of their records and we take pride in doing it.”
When away from the office, Ranea and her husband like to do a bit of amateur archeology with a metal detector and some friends. They have found treasures of all kinds including an antique letter opener and an 1800ʼs memory box. They have also tried to research and find the owner of a silver military medal they discovered, but havenʼt had any luck so far. Other pastimes include tending her flower garden and playing the slots, proving that she is your gal if you need to dig a hole.
The years have gone fast for Ranea, remembering that when she started, UV&S didnʼt even have computers. “Itʼs been an awesome journey,” she said. And we agree. Congratulations Ranea on 20 great years.
Posted in Employee Spotlight | Comments Off
November 4th, 2011
We’re excited to be at the Northland Medical Managers (NMM) 2011 Annual Symposium in Kansas City today. If you’re attending, be sure to stop by booth No. 51 and say hello to UV&S team members Dennis Friedl and Lisa Mayer.
NMM has put together a great lineup of speakers and breakout sessions on topics affecting health care administrators and managers. We have great respect for the challenges facing health care organizations, especially in the area of compliant records storage.
We’re looking forward to seeing our old friends and making new ones. Hope to see you there!
Posted in Events, Medical Records Storage | Comments Off
November 2nd, 2011
Insurance can be a real lifesaver when something is stolen, lost or destroyed, but there are things that can be lost that can’t be replaced with a fat insurance check.
The movies would have us think that it takes grappling hooks, pulleys and an acrobatic romp through a laser grid to make off with priceless artifacts. The reality is quite a bit more mundane.
Throughout history, great works of art have gone missing, never to be seen again. And it doesn’t take an acrobat, barbarian invasion or centuries of poor recordkeeping, just ask the city of San Francisco or the collectors who lost items in the 2004 Momart fire.
The security of the location where art is stored is at least as important as the security when it is on display. That includes security against natural and manmade disasters as well as security against theft. It also includes security against the elements, as plain old air and humidity can cause deterioration.
If you have questions about the best way to store your valuable artifacts, give us a call here at UV&S. We’d be happy to discuss your specific needs and make a recommendation.
*Photo: Willam Redgrave – The Event lost in the Momart fire
Posted in Fine Art and Artifact Storage | Comments Off
September 13th, 2011
 Digital records make life easier, no doubt about it. But nearly all businesses still deal with records that aren’t digital, and contrary to popular belief, scanning paper documents can cost much more than simply storing them, both short and long-term. It is estimated that 90% of the world’s data bank still exists on 1/2” open reel tapes. Converting all of that data to digital would be a monumental task, even if one were so inclined.
Digital conversion can be costly, and in the case of older records or documents that only need to be accessed occasionally, it isn’t very beneficial. Technologies and media change, but the need to store them remains the same. When weighing the cost of conversion to newer media, it makes sense to evaluate the alternatives.
When same day retrieval just isn’t fast enough, a scanning and imaging system that converts records to a digital format make sense. For many other records that require infrequent access, secure, maintained and accessible storage may be the most cost-effective option.
If you need help figuring out the best solution for your situation, don’t hesitate to call. With experience in both conversion and storage, we can point you in the right direction.
Posted in Records Management, Underground Storage | Comments Off
September 8th, 2011
Preparedness is something we take very seriously. Day in and day out, our team’s major focus is on keeping the many critical documents, files and artifacts that we store safe so that our clients are prepared for the worst. We think preparedness is important and, apparently, we are not alone: President Obama has proclaimed September 2011 as National Preparedness Month.
We encourage you to take time this month to review your organization’s preparedness plans. You can start by reading our previous post on emergency planning.
Analyze your current document management and security processes from the perspective of these three core areas:
1) Storage needs – What records and materials are you currently storing and which space and environmental issues need to be addressed?
2) Management – What is process for document and material organization, retrieval and destruction?
3) Access – Who needs access to your critical records and how is that access determined and managed?
Addressing these key areas will go a long way towards ensuring that your organization is prepared.
Visit the official FEMA National Preparedness Month website to become a part of the national emergency preparedness effort.
Tags: National Preparedness Month
Posted in Events, Underground Storage | Comments Off
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