FAQs
Integrated records management (IRM)
Do I need to commit to all services from day one?
No. Your IBEX dedicated team will work with you to ensure that you utilise only the services that you require together with minimising your costs and maximising you efficiencies and security.
Records management
Will my records be secure?
Yes. Our record centres are specifically designed and fitted to store records. Our record centres are alarmed and monitored 24 hours a day. Our barcode tracking system allows you to know where your records are at all times.
How easy is it to retrieve my records?
You can request your records by phone, fax, e-mail or online with our web-based client program. We offer Next Day, Same Day and Priority express services and also 24 hour emergency delivery services are available.
How are we charged for records storage?
You are charged according to how many boxes you have in storage and the size of those boxes. You are only charged for the actual amount of storage space for your boxes and not a flat fee.
Can I request separate billing for different departments within our company?
Yes. If you need your invoice broken down by departments or divisions, we can easily do this. Also, by departmentalising your records, you can control which employees have access to specific records.
Can I manage my offsite records online?
Yes. Our secure web-based system allows you to manage your records online. You can add information such as destruction or review dates and box or file content information online. Also, you can run reports to help manage your records efficently.
Media storage
What are some of the advantages to sending my media offsite to Ibex?
If you use our media vault services you will have peace of mind that in the event of a technical or natural disaster, your valuable information will be protected and recoverable. Also, our tape rotation services help to make certain that your data is updated on a regular basis.
How secure is your media vault?
Our media vault is monitored with video surveillance 24 hours a day and has additional fire safety features. We use the strictest access control to monitor access to the media facility.
Is your staff trained to handle media?
Yes. Our media vault staff is specially trained on the proper procedures for transporting and handling confidential media.
What sort of technology is used to track my media?
We use barcodes to organise and track all media stored in our vault. With our web-based client program, you can go online to manage your offsite media, request services, or run reports.
What if I need my information in the middle of the night?
You have access to your media 24 hours a day. Emergency delivery is available.
Digital solutions
What are some of the benefits of digital imaging?
One of the main benefits of digital imaging is that it drastically reduces the time it takes to access your records. Digital imaging reduces your storage costs and space. Also, digital imaging is beneficial for companies that have multiple locations with several employees that need access to the same information.
Should all company documents be scanned?
No. It is not cost-effective to scan documents that are scheduled for destruction or documents that are not accessed frequently. The IBEX team will consult with you to determine which records should be scanned.
What type of records can be scanned?
We can scan a large variety of documents and sizes, some of which include letter, legal, drawings, plans and blueprints.
How will I determine how to index my records for digital imaging?
Indexing is key to the easy retrieval of electronic records. You should index your records according to the information that will be needed in order to retrieve them. IBEX will assist you in creating your indexing system. We offer customized indexing based on your company's needs. Also, we offer an OCR option to help with the search and retrieval of your electronic records.
Once scanned will I be able to access my records via the web?
Yes. We offer a customised, web-based document management program for instant access to your records.
Secure destruction
Why should my company use a secure destruction service instead of shredding the information ourselves?
Using our secure destruction services saves you time and money. Office shredders can take several labour hours to shred all the documents that you need to be shredded and are not fully secure. Plus, our destruction services save you the cost of the shredder, its maintenance, staffing, breakdown together with the cost of the office space a shredder would take up.
How often should I use destruction services?
How often you use secure destruction services will depend on your company's specific needs. IBEX offer several options for our destruction services from a one time purge to a regularly scheduled collection. Also, we can customize your services if you have multiple locations.
Do you provide a Certificate of Destruction?
Yes. Once your confidential information is securely destroyed, we provide you with a Certificate of Destruction.
Do you only shred paper documents?
No. We also shred media including CD's, DVD's, backup tape and hard drives. Also, we can destroy and recycle your electronic office equipment.
If we have boxes at the IBEX record center that are scheduled for destruction, are they automatically destroyed?
No. We will not shred any of your records in our record center until the request is given in writing by an authorised person.
Are materials that have been securely destroyed sent for recycling or disposed of in the most environmentally-friendly way?
Yes. IBEX ensure that all materials are either recycled or appropriately disposed of to minimise the impact on the environment without compromising confidentiality or security.
