Records Management Storage Services

The Vendor is required to provide furnishing records storage and retrieval services of court documents for the first circuit court.
- Provide facilities for the storage of court documents and services to retrieve and refile documents as necessary.
- Storage space
• A minimum of 15,900 cubic feet to store active and inactive, retrievable records.
• Records and files while stored shall be grouped together by their respective offices within the storage area.
• Storage space of active and inactive files may either be combined or separated as long as both areas are within easy access to each other.
- Facilities
• The storage facility must be located away from threats of natural disaster, tsunami zone.
• The facility shall have a minimum of locked doors, fenced in grounds, a motion detection alarm system, 24-hour monitoring, and security cameras
• Locks should be of such quality that they cannot be cut with bolt cutters or other devices used by burglars.
• Key access to the locks must be restricted and controlled.
• The facility shall have safety measures and equipment to prevent and guard against fire including: dry chemical fire suppression system, sprinkler system, fire extinguishers, fire alarms and smoke detectors.
• The facility shall have a climate and humidity controlled system that will be operating 24/7 in areas where the records will be stored.
- Personnel access
• The records storage area shall have restricted access.
• Only authorized company personnel and authorized representatives of the judiciary shall be allowed access.
• The general public shall not have access to the area.
- Records storage, retrieval and inventory
• System to store, file, retrieve and refile documents as approved by the officer-in-charge. Inventory records shall be maintained by separate departments.
• Records shall be made available during normal business hours, 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding state holidays.
• Daily record retrieval may be required at an estimate of one time per day.