Why should we have our records managed off-site?
Some key factors: Frees up high cost space, out sourcing allows companies to focus on   what they do best, provides off-site backup, higher level of security.

What is your pricing structure and how is it applied?
Storage pricing is based on cubic foot displacement. Pricing levels are based on volume. Service pricing is based on usage and volume.

What makes your company stand out from the other professional service companies?
We design our services to meet our customers’ needs and insure customer satisfaction. We are so confident our service will meet your requirements that we wave any removal fee within the first year.

How quickly can I get information delivered to our facility when it is needed?
We are on call 24 hours a day, seven days a week. On an emergency basis, we can get your data to you within two to four hours.  Simply telephone, fax, or email your request to us.

Will I lose control of my paper records and media?
No. If you choose to have PDS to maintain control of your records in our records database, we will update you continually on the status of your inventory. You choose the level of detail you require- box, file, tape, etc.

Will our records be kept together in one contiguous area?
No. For efficiency purposes we put your data in the first available empty space. Our bar code inventory system ensures that your information is scanned to a specific location in the records center. This also provides you with an additional level of security as your data is not stored in one area exclusively.

Does PDS stay current with technological advances in the information service field?
Yes. Our records software, O’Neil Software, is the best in the industry and is continually updated to maintain that position. Our Scan on Demand, document imaging, and disaster recovery services are periodically reviewed to incorporate new ideas.

How much space can we have?
PDS can provide all the storage space that you require.

Can we use our own boxes for storage?
Yes, as long as they are “industry standard” sized boxes in good condition.  PDS also sells quality storage boxes in various sizes.

Do you have pickup and delivery service?
PDS is a full-service records center that can accommodate all of your pickup/delivery requirements. In addition, we guarantee a two-hour response time for emergency deliveries.

How do I prepare boxes to go off-site?
PDS will provide you with preprinted box barcode labels. You will affix the labels to your boxes and call PDS to arrange for a pickup.

How fast can we get our records and will you retrieve them for us?
Same day delivery service is available for items requested before 10:00 a.m. Standard delivery requests made between the hours of 8:00am – 12:00pm will be delivered the next business day between 8:00am – 12:00pm. Requests made between the hours of 12:00pm – 5:00pm will be delivered the next business day between 12:00pm – 5:00pm.  In addition, we can set specific times for your delivery schedule, i.e. weekly, monthly or quarterly. PDS also offers emergency delivery – within 2 hours of request.

Do we get a computer listing of our records and do you barcode?
You can request an inventory printout when you send new boxes to storage. In addition, we can provide you with a listing of your complete inventory in electronic or hard copy form. You can also access a live-updated inventory via our secure website.  There is no charge for any of these services.

Do you destroy records and can you provide a listing of what has been destroyed?
For liability purposes, PDS only destroys documents at the customer’s written request.  Upon completion of the destruction project, PDS will provide the client with a notarized Certificate of Destruction ensuring that the documents were destroyed in a secure and confidential manner and in accordance with AAA NAID standards.

What is the cost and does the size of the storage carton make a difference?
Pricing is determined by the total amount the cubic feet of storage space needed by the client and any required monthly services such as retrieval, delivery, and destruction.

How secure is the PDS records center?
Criminal background checks and drug screening is performed on all PDS team members. PDS’ records center was built from the “ground-up” to comply with all State of Florida, ARMA, and PRISM guidelines for the storage of records.   For a complete description of our facility and its security features, please visit our facility page.

Does PDS belong to any professional organizations?
Yes, PDS belongs to, and supports the principles of ARMA (The Association of Records Managers & Administrators), PRISM (Professional Records Information Services & Management), The Melbourne Regional Chamber of East Central Florida, The Melbourne-Palm Bay Area Better Business Council.

What do I need to do to get started?
Simply click on Contact and fill in the online request for services form.