Stevens & Stevens Business Records Management –
Helping Businesses Reach Their Goals for 17 Years

How long should I keep certain records? How can I protect my information before a disaster strikes? How can I store my business information so it’s accessible and safe? What can I do to prevent identity theft for my business and its employees?

These are just a few of the questions that Marshall and Rhett Stevens have been helping area business owners answer since the brothers started their business, Stevens & Stevens Business Records Management, Inc., with their father, Ralph Stevens, 17 years ago. The full-service records storage and management company is based on a shared mission: “to provide the highest level of professional records storage and management services available, while also reducing a business’ costs.”

Stevens & Stevens works with business owners in almost every industry including healthcare, legal, financial, insurance, builders, architects, engineers, communications, education, real estate, retail, manufacturing and government agencies. “No matter the industry or size of business, or even if you have only one employee, you’ll still have information that needs to be properly managed,” said Stevens. “Our portfolio of services allows us to customize our services for each business we serve.” This portfolio of services includes:

Secure records storage – Companies choosing to outsource the storage and management of their records do so because they can use their space more efficiently by not having to store boxes of files and they know files are stored securely. The Stevens & Stevens facility was built to withstand hurricane-related winds, designed with secure access and is equipped with state-of-the-art security and fire protection that’s monitored 365 days a year. In addition, all company employees undergo extensive background checks so customers are assured their information remains confidential. Finally, they have a bar code tracking system that allows them to monitor all activities with the records, whether it’s pulling a file or re-locating a stored box. “Every file box we store is assigned a specific bar code number,” said Stevens. “If you need one specific file in our records center, we can locate that file in a matter of minutes. In addition, companies are able to comply with regulations relating to records management.”

While some professional records centers simply store boxes of records, Stevens & Stevens is unique as they offer a complete records management solution, designed to meet a company’s individual goals. “We provide detailed activity reports so our customers know the exact date and time their files were moved or pulled,” said Stevens. “If you need a file that we’re storing, we offer next day, same day, priority and emergency pickup or delivery service. Because you never know when an emergency may happen where you need to access stored files, we make sure you receive your information just as quickly, if not more quickly, than it would take you to find the file at your own office.”

Secure destruction – Secure destruction is the only solution when it comes to protecting your business’ identity, and complying with rules and regulations, while being environmentally-friendly. “Our technology allows us to destroy all types of records including hard copy, magnetic media, microfilm, microfiche and x-rays,” Stevens said. “Once your information is destroyed, it’s completely un-readable and safe from falling into the wrong hands.” The company also provides businesses with a secure, locked container where the business drops sensitive information in it and when it’s full, companies can call Stevens & Stevens to pick it up. They can also arrange a schedule that works best for them. Not only does this option keep business information safe, it also shows employees that confidential storage is a top priority.

Imaging solutions – While all of Stevens & Stevens’ service areas have grown over the last several years, the Imaging and Technology division has grown the most. “Our imaging expertise allows us to scan and convert any document or file type, into almost any electronic file format for import into most systems,” said Stevens. “Once files are converted, if the client doesn’t have a document management system of their own, we offer a wide range of solutions from our Info@Hand Hosted Document Repository to completely managed Enterprise Level Software Packages.” Each option meets the specific needs of clients ranging in any size. Stevens says their Info@Hand service is the most popular system. “With this system, clients can get started with minimal upfront expense and IT Department resources,” he said. With a click of a mouse, an authorized user can access the information at their desktop versus physically searching a filing cabinet or storage room. “Not only are all your files stored on a secure server, but the system manages record retention periods as well,” said Stevens. “When a file has reached its full retention period, with the appropriate approval, the record will be removed or purged from the system.”

Stevens says the list of advantages of using electronic records for most companies is extensive. “Misfiling of documents and document loss is eliminated,” he said. “The centralized repository reduces your reliance on paper and reduces storage costs. Collaboration on critical documents can happen easily within your organization and you’ll have access to information anytime, anywhere with a secure internet connection.” Stevens adds that electronic document management can allow for added security measures and retention periods are monitored so the business is compliant with state and federal regulations. “By converting your records to an electronic format, personnel can spend their time on more important, revenue-generating tasks rather than cost-prohibitive administrative tasks,” he said.

Data storage, protection and management – In addition to hard copy files, Stevens & Stevens has a secure, climate controlled data vault that is designed to handle many types of media. “The information that is stored in our vault is stored in a way that keeps information dust-free,” said Stevens. “The temperature and humidity are maintained and monitored by an independent HVAC system. Our vault is protected with a special fire control system that utilizes water-less fire suppression technology. All security and fire detection systems are monitored 24 hours a day and access is strictly limited to our trained and screened staff.” Daily, weekly and monthly tape rotations are available.

Records consulting – Educating business owners about records management is a top priority at Stevens & Stevens. “Records management is a complex industry that can be confusing and is often misunderstood,” he said. “If a business doesn’t know where to start when trying to get a handle on all their information, they need a solution to keeping their information confidential or need imaging options, we’re happy to discuss the available options that will best meet their needs and goals.”

Stevens & Stevens is doing things right, which is why they’ve been able to grow even during economic downturns. When the company first began, they were operating from a 15,000 square foot building that was formerly used as an icehouse and woodworking factory. During the next five years, Stevens & Stevens acquired two small record centers, in addition to two more buildings, which they quickly filled with records. In 1999, Stevens & Stevens moved into its current state-of-the-art records center. During that transition, more than 300,000 boxes were relocated in the new facility. In 2004, after the passing of Marshall and Rhett’s father, the brothers took over the business and are again planning an expansion.

Marshall Stevens says they learned the ins and outs of the business from their father who also stressed the importance of being a part of the community. “Giving back was incredibly important for our family and still is today,” said Marshall Stevens. Stevens & Stevens sponsors Westgate Elementary School in St. Petersburg, Florida. “Our staff regularly mentor and tutor students at the elementary school,” said Stevens. “Plus, we host a ‘Back to School Lunch’ each year for the teachers.” The company also supports the school’s Doorway Scholarships which provides funding for children to attend college. In addition, the Stevens family supports All Children’s Hospital in St. Petersburg, Florida. “We take great pride in supporting these organizations that are important to so many residents,” Stevens added.

While Stevens & Stevens primarily serves businesses in Pinellas and Hillsborough counties, they have recently expanded into South Carolina and have their eyes set on gaining the entire Southeastern United States region. Stevens says a more security conscious public is one of the reasons why they’ve experienced rapid growth. “More companies are realizing they need a solid records management and storage plan,” he said. “Technology has been a big factor in our growth.” To accommodate their growth, Stevens & Stevens is currently expanding its facilities in Clearwater, Florida, adding 30,000 square feet, which is expected to be complete in April 2011. “Our new space will provide much needed records storage space and will also house the imaging portion of our business,” said Stevens. “We’re very excited to be growing and we can’t wait to see what’s in store for us in the coming years.”

Stevens & Stevens Business Records Management is a full-service records storage and management center providing services for customers ranging from small businesses to Fortune 500 firms stretching throughout the Southeastern United States, including the Tampa Bay area. For more information, visit www.ssbrm.com, call 877 DOCMAN1 (362-6261), www.ssbrm.com, visit us on Facebook at http://facebook.com/ssbrm or on Twitter at http://twitter.com/StevensBRM.