Retrievals, Cataloging, Indexing & File Insertion Services

As each record arrives at the Management Center, it is assigned a unique bar code label and catalogued with all the information about the record such as the client’s name, a description of its contents and its storage location at the Management Center. The bar code sticker is applied directly to the carton, file, document or electronic storage device and you are provided with the bar code number. The bar code number is then used to identify and retrieve the record at any time.

Since the record has been cataloged and indexed with the relevant information, access is quick and easy. You can access records in a number of different ways, by calling your Account Manager, sending an e-mail, making an online request or sending a fax. Whichever method you choose, a Crown employee will transport the record in a Crown vehicle and deliver it directly to your office. You can even pre-arrange the delivery service to meet your needs, in case it is needed the same-day, in the evening or during the weekend. When you are finished with the records, simply contact Crown to pick it up and transport it back to the Management Center.

For retrieval of electronic records, any physical device that’s in storage, including microfishe, tapes or DATS, can be delivered to your office as quickly as a traditional carton. Some clients choose to retrieve their electronic records online, via a secure internet-based server. It also allows several of your employees, even if they’re in different locations, to access the same files, at the same time. Crown will customize your retrieval and access options to suit your specific needs.

Crown also provides file insertion services. Using the bar code technology to access records in storage, new files can be inserted into existing cartons. Or, individual files can be retrieved from existing cartons, moved to a different carton or removed permanently. By providing unique bar code numbers for each individual carton, file or document, specific files can be accessed quickly and easily.