Scan, shred or store, firm manages records

Ray Jamsay manages Record Management Systems, a Grand Junction firm that scans, shreds and stores a variety of records. The company uses barcodes and computer software to keep track of where records are located inside its massive warehouse. (Business Times photo by Phil Castle)

Ray Jamsay manages Record Management Systems, a Grand Junction firm that scans, shreds and stores a variety of records. The company uses barcodes and computer software to keep track of where records are located inside its massive warehouse. (Business Times photo by Phil Castle)

Phil Castle, The Business Times

The interior of the massive warehouse at Record Management Systems appears a bit like the final scene in “Indiana Jones and the Raiders of the Lost Ark.” Stacks of boxes fill shelves from floor to ceiling and extend as far as the eye can see.

There’s definitely a method, though, in what at first glance might look like madness. Barcodes and computer software track where every single record is located inside the historic building that once housed a sugar beet processing facility.

“It’s not rocket science, but it’s a pretty detailed process,” said Ray Jamsay, manager of the Grand Junction company.

It’s part of what puts the management into a business that manages records — whether that’s scanning, storing or shredding them, Jamsay said.

In that respect, Record Management Systems partners with its customers, he said. “It’s a whole management system. We become a part of their business.”

Record Management Systems was established in 1993 as a division of Mesa Systems. Record Management Systems became its own entity in 2007 when a group of investors purchased the company after Mesa System focused on its core transportation and relocation services.

Record Management Systems continues to serve the Grand Valley as well as other areas of Western Colorado with a staff of four full-time and one part-time employee,  Jamsay said. “We’ve got  a good team.”

While Record Management System converts paper documents to digital formats, Jamsay said the bulk of the work involves storing or shredding records. The company picks up records from customers and either stores or shreds them at its facility in Grand Junction.

Laws and regulations require certain businesses and professionals to keep records for set lengths of time. For those customers, Record Management System offers services over the life cycle of the records, storing them for a period, then destroying them, Jamsay said. Paper left over from the shredding process is bundled and recycled, he said.

Others records must be maintained in perpetuity, and Record Management System offers long-term custody.

Barcodes and computer software tracks records by their location, ownership and who’s authorized to have access, Jamsay said. That’s important when it comes to retrieving records from such a large warehouse, but also in maintaining confidentiality and security, he said.

The system also offers what Jamsay said is a better option for companies than storing their records at their places of business or another storage facility.

While the increasing use of computers and digital information has decreased the volume of paper records businesses keep, Jamsay expects continued demand nonetheless for the services Record Management System offers. “It’ll perpetuate as long as we do our job.”

Phil Castle is editor of the Grand Valley Business Times, a twice-monthly business journal published in Grand Junction. Castle brings to his duties nearly 30 years of experience in editorial management positions with Western Colorado newspapers. In addition, his free-lance work has appeared in a variety of publications, including the Washington Post. He holds a bachelor's degree in technical journalism from Colorado State University.
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Posted by on May 16 2018. Filed under Business News. You can follow any responses to this entry through the RSS 2.0. You can skip to the end and leave a response. Pinging is currently not allowed.

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