Records Management Services

Records management involves the systematic control of your organization’s documents and records throughout their lifecycle—from creation and active use to secure storage and eventual destruction. Implementing a robust records management system ensures compliance with privacy laws, enhances operational efficiency, and reduces the risk of data breaches.

Blue-Pencil offers a comprehensive records management solution:

• Pickup & Indexing: We collect your documents and index them using a barcode system for easy tracking.

• Secure Storage: Documents are stored in our climate-controlled facility with 24/7 surveillance.

• Access & Retrieval: Use our Blue-Pencil Plus+ portal to request physical deliveries or digital scans of your documents.

• Retention & Destruction: We monitor retention schedules and notify you when documents are due for secure destruction.

This process ensures a secure chain of custody and compliance with privacy regulations.

Blue-Pencil Plus+ is our online portal that allows you to:

• Request file retrievals or scans.
• View inventory and activity reports.
• Manage retention schedules and destruction authorizations.
• Order supplies and print labels.

This platform provides centralized control over your records management program.

Our facility features:

• Climate-controlled environments to preserve document integrity.
• 24/7 surveillance and strict access controls.
• Fire protection systems and pest suppression measures.
• Compliance with Canadian privacy laws and regulations.

These measures ensure your documents are protected against unauthorized access and environmental damage.

Yes. With our Scan-on-Demand service, we can digitize and email requested documents within hours. Alternatively, we can deliver physical copies to your location promptly.

Absolutely. Our team can assist in developing a document management strategy, creating retention schedules, establishing policies and procedures, and training employees to ensure ongoing compliance and efficient records management.

Blue-Pencil Plus+ provides various reports, including:

• Retention period and destruction eligibility reports.
• Inventory reports.
• Account activity logs.

These reports offer visibility into your records management activities and help optimize space and resources.

Yes. We offer durable, heavy-duty cardboard file boxes designed for maximum strength and stacking stability. These boxes can be ordered and shipped promptly or picked up at our Oakville location.

Our records management services are priced per box, with rates decreasing as volumes increase. Additional charges may apply for accessing materials in storage. For detailed pricing, please refer to our pricing page.

Yes. Blue-Pencil is proudly Canadian-owned and operated, serving businesses across the Greater Toronto Area and Southern Ontario since 2004. We understand local needs and provide trusted, straightforward service.