FAQ
Below are common questions and answers about our services at BCRS.
Can BCRS save me money?
YES – Here is how...
Reduce personnel — Eliminate the cost of salaries, benefits and taxes.
Reduce overhead — Eliminate additional rent, insurance and utilities.
Reduce liability — Count on BCRS for proper retention procedures, based on your retention schedules. You reduce your risk of misplacing files and documents with turnover in personnel or losing important records to theft, fire or water damage.
How do I know my documents are safe?
Our facility is protected by 24 hour security system, motion detectors, sound activated cameras, alarms and we are located in a low profile area.
How long does it take to retrieve a file or box?
Standard service is within 24 hours, but in most cases it is quicker. We also offer 90 minute service and also a 4 hour service.
How much does it cost to store documents at BCRS?
Boxes are typically priced at .30 cents per month for a 1.2 cubic foot box or .65 cents per month for a 2.4 cubic fot box. Prices may vary depending on quantity of boxes and customers location. For a price quote contact us at:
859-426-4600
859-426-4606 fax
E-Mail
What type of boxes should I store my files in?
We highly recommend that you use a double-walled letter 1.2 cubic feet box with lids. Always use boxes that are made for file storage.
How should I index my files?
The indexing of the files is the most important step in starting a successful relationship. You want to make sure you have all the needed information. The best way to organize your index is to think of how you would request a file once it is stored. Whatever information you need to identify a file is the information you should use in indexing. If you need help getting started, our representative would be happy to meet with you.
How do I retrieve a box or file?
To place an order, simply fax us a prepared form that we provide. Be sure to always include your name and indicate delivery requirements.
How do I get boxes picked up from my company?
Simply use the same document when needing a box or file delivered. The lower portion of the form is designed for you to specify the size, number of boxes and when you would like our driver to arrive.
What do I do if I need a box, file or data tape after regular business hours?
BCRS is at your service 24/7 365 days a year, which means you’ll always have access to your records. After normal business hours simply call our main number at 859-426-4600. A member of our answering service of 20 years will answer your call. You never have to worry about getting a recorded message or voice mail. We will ask your name, phone number and company name and our on call personnel will get back with you right away.
If I only need a single file, do I need to have the whole box delivered?
No, we can retrieve the file out of the box, document it and deliver it to you.
Are boxes destroyed on the date that is posted on the box?
No, nothing will ever be destroyed unless there is expressed written consent on your company letterhead by authorized personnel only.
What makes BCRS service so special?
BCRS offers you superior personal service second to none. Our company is built upon the philosophy of building and maintaining a close business relationship with our customers. We work closely with you at all times – even long after we first provide service to you. In order to serve you properly, we meet with our clients on a quarterly, semi annually or annual basis to respond to the needs of your company as they evolve. Also, you can always reach a BCRS person 24/7 365 days a year. We respond to your request. We can also provide you with references of companies in the greater Cincinnati area. You may call these companies and inquire about our services.
Can I come and view my records whenever I choose?
Yes and No. For security purposes, we do not allow non BCRS personnel access to our vaults, however, we do have a private viewing room for your use to view documents. This allows you to ask for a specific box in case you choose to review them on site.
Can you recommend how long we need to keep our records?
Yes. Record retention requirements are affected by many regulations that change by category of records, state law, federal regulations and even area of practice. We have customers in Ohio, Kentucky and Indiana, so we have outlined a list on our record retention page that can help you establish "best practices" within your company. This list is to be used as a guide and we recommend that you consult your CPA along with your legal or tax attorney.