Frequently Asked Questions

How long must I keep my old records?

Federal and Provincial Governments each have requirements that are Industry specific. Generally most records are kept for 7 years however some vital records are kept permanently. These would include titles, leases, and wills, to name a few. Refer to official governmental retention schedules.

What is a standard file box?

Industry standard file boxes hold legal paper in one direction and letter size in the other direction. These file boxes measure 10x12x16 inches. This size of box is easy to handle and transport.

Can you do the packing for me?

Yes, and in a hurry if need be. We also index the contents of your boxes.

Can you advise a system for my record keeping?

Of course, we have software that has been developed specifically for our clients needs. The software allows users to manage both records in house and inside the Canada FileSafe™ Records Centre.

What is certified destruction?

When your cartons and contents are no longer required and you wish to permanently dispose of them, you may require confidential destruction. This process has your cartons shredded by a licensed and bonded company under our supervision with a certificate of destruction upon completion. Non confidential destruction is also available. This process does not shred your documents, it simply sends them to a recycler.

How quickly can you deliver? —
How long will it take for me to retrieve a box, file, or drawing?

Depending on your location, your documents can be retrieved & delivered to you as quickly as three hours. Rush retrieval & delivery to Campbell River locations occurs within 3 hours during normal business hours. Same-day retrieval & delivery to Campbell River locations occurs within 4 – 8 hours during normal business hours. Same-day and Rush retrievals & deliveries to other locations may be available upon request. Regular retrievals & deliveries to all locations are received on the next scheduled delivery day.

How secure are my records at Canada FileSafe?

Canada FileSafe stores your records in highly controlled and monitored facilities with limited access. Security features in place include security fencing, security cameras, alarms an on-site manager/security personnel.

Do you provide a file listing of my records?

You should know the contents of each of your file boxes, or we can index for you. You can be provided a text document for easy reference and updates.

What if I need files on a weekend or holiday?

Delivery is always available for your emergency requirements.

What makes Canada FileSafe better than other offsite records vendors?

Canada FileSafe offers you superior personal service, second to none. Our company is built upon the philosophy of building and maintaining a close personal business relationship with you. We work closely with you at all times--even long after we first provide service to you. In order to serve you to our best ability, we stay in touch with you to respond to the needs of your company as they evolve. Also, you can always reach a live person at Canada FileSafe who is ready to take your order and respond to your needs.

What else is better, specifically, about the service you provide?

In a word: Technology. We use a records management system, that is a combination of software and hardware that enables Canada FileSafe to track your records every step of the way, starting at the time a records box or computer data container is first created by your company. Bar code labels are affixed to your items, and then scanned by our delivery personnel to verify your work order and ensure 100% accuracy every time. This information also goes directly into our records management database for quick search, management and retrieval.

How can Canada FileSafe save me money?

How do I know my documents are safe?

The facilities storing your important documents are protected by 24-hour security systems — motion detectors, alarms, and restricted entry.

How do I know my documents won't get mixed up with someone else's?

Every item at Canada FileSafe is barcoded. These barcodes are assigned specifically to an account. This also helps ensure the anonymity of your documents. Each location throughout our facility is also barcoded. This ensures that we know the exact location of each and every box, file, and computer tape at all times. Every time something is moved, it is scanned into a new location. We track everything from the time it gets picked up, unloaded, put on a shelf or in a slot, pulled down, and delivered. Through the power of this barcode system, we can give you the time, day, and person involved in every movement of your items.

How does Canada FileSafe track all of the information in the Records Centre?

Canada FileSafe uses a very powerful tracking program, called EDC-RC. Barcode scanners are used to scan all information. These scanners are downloaded into our database several times a day, to ensure that the database is as current as possible.

How much does it cost to store my documents or computer tapes?

Files are typically stored for mere pennies per day. For a price quote call our Campbell River office at 250-287-4492, toll-free at 1-877-287-4492, or email us at sales@canadafilesafe.com.

What are the steps to get me started?

Contact us by email, fax or telephone with your questions and requirements. Our agents will be glad to address your questions and present you with practical file management strategies to ‘safeguard your future’.