Record Storage & Management Services
Cost-effective records storage is only part of a comprehensive records management program. Mody Access Info Pvt. Ltd., offers a full range of VALUE ADDED SERVICES, including:

Space Audit & Value - Volume Estimation
Mody Access will conduct a survey and analysis of your documents and provide you with a detailed report quantifying the volume of the documents, a document management solution as well as an estimation of the cost to your organisation.

Retention Policy - Decision & Implementation
Mody Access will assist your organization determine and implement a Retention policy based on the statutory and regulatory requirements.

Collection & Packing
Documents are packed into document storage containers provided by Mody Access and transported from your offices to our Record Centres by our personnel.

Index and create a Database of Documents Stored
  • All Documents are cataloged & indexed based on Dept / Location
  • Details of all record such as dept, dept code, document name, document start & stop dates, document start & stop numbers (vouchers etc),documents description are recorded on data input sheets
  • Each individual document is assigned a unique bar code & packed into special containers.
  • Data input sheets are entered into Mody Access Store-minder to create a database on the information captured for each document.

    Retrieval and Deliveries
    Physical retreival requests are responded too based on the urgency of the request and can the container/file will be delivered to your office. Mody Access Info also has a Fax-Back service and Scan & Email service.
  • Physical Retrieval & Delivery
  • Emergency: Within 2 hours
  • Normal: Delivery on the morning following request.
  • Fax-Back Services
  • Within 30 minutes of your request.
  • Scan and Email service
  • Within 30 minutes of your request.

    Maintenance of your records in our secured record centers
  • 24 hour security & electronic surveillance systems.
  • Fire detection & alarm system, and fire fighting equipment.
  • Pest & dust free environment.
  • Electronic Access Systems
  • Systemic workflows ensure inventory integrity.
  • Verification procedures at every step.
  • Barcode technology speeds processing and ensures accuracy.
  • Stringent internal controls to ensure confidentiality and access.

    Document Volume Control through effective Life Cycle Management.
    Your organization pays for the number of cartons stored at our record center. Mody Access Info through effective Life Cycle management ensures you store the minimum number of cartons by
  • Implementing your retention policy: Each document is tagged with a retention date.
  • Document Age analysis
  • Shredding of old documents based on your sign off. Management Reports
  • Inventory reports: Up to date, month end report on summary of boxes, new boxes, destroyed boxes, permanent retrieved boxes.
  • Box Activity report: Pickup dates, retrieval dates, retrieved files not returned to the Record center.
  • Destruction Management: Quarterly or annual update on carton due for destruction.
  • Destruction certificate
  • Departmental financial report Up to date invoicing status on number of cartons as per individual cost center.
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