Document Services
Cost-Effective And Competitive
Records Solutions
Our document services are all about ensuring your records are handled with the highest level of security and efficiency. We offer everything from secure storage to proper destruction, keeping everything in line with the strictest standards. It’s our job to take the worry of document management off your plate, so you can focus more on what your business does best.
services
Holistic Approach to Document Services
You shouldn’t have to spend precious time managing your documents. Whether you need to securely destroy documents or store them in compliance with HIPAA or other regulations, we have the facilities, the experts, and the ability to help.
Storage
Whether you’re looking to store just a few boxes, or need an entire storage facility, we have the space for all of your documents.
Document Retrieval / Refiling
Access your information quickly with an easy, streamlined process. We also offer emergency retrieval services when time is of the essence.
Document Retention
Stop taking time out of your schedule to make sure all your records are retained, and then stored or destroyed, properly. We offer onsite or secure facility retention on your ideal schedule.
Scanning / Imaging
Our team will design a document imaging roadmap to achieve your short and long-term needs, with everything from document scanning services and conversion to online file storage.
Microfiche Conversion
Obtain convenient and secure access to all of your images and videos- anytime, anywhere – without having to dig through boxes to find them.
Shredding
Don't risk your clients' security or waste your employees' precious time with in-house shredding. We offer economical, secure destruction of your documents to save you time and money.
HIPAA Compliance
Your Secure HIPAA-Compliant Data Partner
Use our document services without worrying about the security of your clients’ sensitive healthcare data. HIPAA, or the Health Insurance Portability and Accountability Act of 1996 protects the confidentiality and security of healthcare information. CTC Distributing is considered a HIPAA “Business associate,” meaning that we are required by law to protect healthcare information in the ways outlined by law. Your data is secure with us.
For more in-depth info on the Health Insurance Portability and Accountability Act of 1996, please click on the link below.
www.hhs.gov/hipaa
FAQs
Learn More About Our
Comprehensive Document Services
We are here to meet your document management needs. Read through these commonly asked questions to learn
more and then reach out to talk to us about your needs in person.
- Can I access my records anytime I need them?
Yes! When you need to see your records, just let us know in writing, by email, or by fax. Our delivery services include standard delivery, which covers normal business hours, 8 AM to 4 PM, Monday through Friday. Our emergency delivery covers after hours, weekends and holidays, and your documents are guaranteed to reach you within two (2) hours of your request.
- What is your normal time for pickup and delivery? Are emergency delivery services available?
During regular business hours, 8 AM to 4 PM, and under normal operating conditions, CTC will deliver and pickup records the next business day. If you need an emergency delivery during regular business hours, we will deliver your records within two (2) hours of the time we receive your request.
- How do I prepare our boxes for storage?
Call 956-686-4351 (ext.32) for a client package that contains all the information you need to get you started.
- Does the size of the storage box matter?
Yes. It must be a standard record storage box.
- Can we palletize our records for storage?
Yes. Check with us for maximum dimensions.
- What is the cost of storing one box?
The costs are based on either space used and/or services utilized, which means that the costs are in proportion to your needs. Please see our schedule of prices and services rates presented with our proposal.
- What else can we store in your climate controlled facility?
Maps, corporate minutes or anything requiring a special environment (i.e… laboratory or pathology test/specimens)
- How do you keep track of my records that are in storage?
We use a bar code system. With the bar code system, we can scan and keep track of anything that comes in or out of our facility. This saves time, saves work and lessens the chances of error.
- Are your employees required to sign a confidentiality agreement?
Yes! CTC is committed to providing secure and confidential storage for the records entrusted to us by our clients. The importance of confidentially is consistently stressed to our employees.
- What security measures control access to the building?
Your records are stored in a locked facility that is kept closed to the public. Only a minimum number of our personnel have access to the storage areas. The facility is equipped with a security system that monitors 24 hours a day.
- Can we use our own boxes for storage?
Yes. We have specially designed and constructed storage boxes but we will accept standard records storage boxes provided they are not damaged.