- Authorised person
- Someone registered by the client at account setup who may request, receive or authorise destruction of records. Nobody else can.
- Carton
- The standard storage unit: 17.5 × 15 × 11.5 in, 1.7 cubic feet, barcoded and sealed.
- Chain of custody
- The unbroken, logged record of who held a carton, when, and where, from collection to destruction.
- Index
- The searchable description of a carton's contents, in up to four fields defined by the client.
- Refile
- Returning a retrieved file to custody: resealed, rescanned and acknowledged by both parties.
- Retention schedule
- The agreed list of how long each class of record is kept, and why.
- Retrieval
- Delivering a requested carton or file to the client: 24 hours for rush, 48 hours for standard.
- Secure destruction
- Shredding of records at the end of retention, only on written authorisation, with a certificate listing the cartons destroyed.
- Work order
- The signed document that authorises any movement of records into or out of custody.