FAQs

Frequently Asked Questions:

What can we expect our costs to be using the C.H. Coakley Archives Center?

C.H. Coakley Archives Center is the largest records center in the state of Wisconsin; we own outright the majority of our Archive Centers. Because of this, we can provide record storage and information service at rates that are significantly less than what our competitors charge. When determining our rates, there are several factors involved, including the quantity of cartons to be stored, future growth, and projected volume of service. Contact C.H. Coakley’s Archives Center for a quote today – we know you’ll be pleased with what we can do for you!

What preparation steps are necessary before our cartons are transferred to the C.H. Coakley Archives Center?

Your C.H. Coakley Archive Center's record information professionals will issue bar-code labels that are assigned exclusively to your organization. The contents of each carton are to be inventoried and referenced to these bar-code numbers, so your records can be retrieved when you need them. Before transferring the cartons to our facility, you should prepare a database of all of your organizations' files that includes pertinent information. MS Excel, MS Word or InfoKeeper, our web-based records management software, will allow you ease of access to your records.

Are we required to purchase and use your cartons for placement in the C.H. Coakley Archives Center?

No, you are not required to purchase our cartons. Nor will your organization be required to re-box their entire inventory when the initial cartons are transferred to our facility. However, we do encourage our clients to use the, 10" x 12" x 15" standard (1.2 cubic) sized file containers.

How secure is the C.H. Coakley Archives Center?

Each facility in our network features a state-of-the-art protection against fire, theft, and deterioration. Our security system includes motion detectors and surveillance cameras that are monitored 24/7/365. The C.H. Coakley Archives Center is the only records information management company in Milwaukee to utilize a FIRELOCK Fireproof vault. Any files stored in these vaults are:

• Protected from fire
• Strategically located outside of downtown Milwaukee

How does the C.H. Coakley Archives Center keep track of the location of our cartons?

We create computerized bar-code labels which are assigned exclusively to your company. The movement of your cartons is tracked at every stop of our process. Multiple scanning of your records occurs during the pick-up at your office, again at our dock upon return, and a final time as they are placed onto our shelving. Likewise, when cartons or files are requested, we carry out a scanning trail from our facility to your office. At all times, our records management software system indicates whether a particular carton is in our facility or at your office and to whom it is out on request.

What methods can we use to our request records or order supplies?

You have a few choices. Authorized personnel may make record requests by telephone, e-mail, fax or by using InfoKeeper, our web-based records management software.

Why should our organization have record retention scheduling guidelines?

Every organization should maintain a record retention schedule that follows federal and/or state laws. Organizations must consult with tax and legal experts, in addition to adhering to recent legislation, when considering proper retention guidelines.

Are we required to use InfoKeeper in order to store our records in the C.H. Coakley Archives Center?

No, it is not a requirement. You may use your own database when inventorying the contents of your cartons. However, we strongly encourage your organization to view a demonstration of InfoKeeper, our outstanding web-based records management software. All functions from ordering supplies, data entry, requesting records, performing record searches, authorizing destruction and much more, can be managed through InfoKeeper, which can make it much easier for you to manage your records.

Why should our records be confidentially shredded?

Shredding your records is one easy way to protect your company. Private data discarded without the benefit of shredding may expose your organization to criminal and civil prosecution.

What Government Guidelines are C.H. Coakley required to follow as an Archives Center Organization?

At C.H. Coakley, we take the protection of your data incredibly seriously. We follow all federal and state guidelines, including:

Sarbanes-Oxley

Financial and Accounting Disclosure Information (LINK)

As has been well publicized, the Sarbanes-Oxley Act of 2002, sometimes referred to as SOX, has introduced dramatic changes for publicly held companies and their auditors. This comprehensive legislation has established new reporting and governance requirements, focusing on internal controls over financial reporting. These standards include substantial documentation requirements related to these controls. These requirements are changing the way companies organize and document their processes and related controls. These changes are also beginning to substantially impact many support functions throughout the organization.

The Gramm-Leach Bliley Act

Financial Privacy: The Gramm-Leach Bliley Act (LINK)

The Financial Modernization Act of 1999, also known as the Gramm-Leach Bliley Act; or GLB Act, includes provisions to protect consumers’ personal financial information held by financial institutions. There are three principal parts to the privacy requirements: the Financial Privacy Rule, Safeguards Rule, and pretexting provisions.

The GLB Act gives authority to eight federal agencies and the states to administer and enforce the Financial Privacy Rule and the Safeguards Rule. These two regulations apply to financial institutions; which include not only banks, securities firms, and insurance companies, but also companies providing many other types of financial products and services to consumers. Among these services are lending, brokering or servicing any type of consumer loan, transferring or safeguarding money, preparing individual tax returns, providing financial advice or credit counseling, providing residential real estate settlement services, collecting consumer debt and an array of other activities. Such non-traditional financial institutions; are regulated by the FTC.

HIPAA

C.H. Coakley’s secure data transport, storage, and shredding processes ensure that we are able to completely comply with HIPAA regulations.

HITECH

The HITECH Act is a part of American Recovery & Reinvestment Act (ARRA) of 2009 which requires that companies that provide services to organizations regulated by HIPAA also meet HIPAA standards. C.H. Coakley has invested extensively in processes to ensure that everything we do provides our customers with the highest level of data security. In addition, we have insurance coverage developed specifically for the document retention and data storage industry that covers expenses related to notification, media relations, credit monitoring, and fines.