FINANCE AND INSURANCE
Financial and Insurance companies operate under significant market and regulatory constraints as they continue to face changes to their business models.
Managing information effectively, that is, managing information efficiently at the lowest costs, is a growing key factor for success.
Financial and insurance businesses also increasingly face regulations on the type of records that must be kept and the ways these are managed and eventually disposed. On the Federal level, the Gramm-Leach-Bliley Act and the Fair and Accurate Credit Transactions Act (FACTA) and many privacy laws and regulations have a significant impact into how information is created, handled and disposed. Locally, regulatory agencies also impact the way information must be managed by these concerns.
Electra is the partner you can trust to help with your information management needs. We provide comprehensive services consistently, accurately and reliably 24 hours a day, 7 days a week. These are some of our information management services:
Digital Records
Certain records are used frequently or are so vital that it is cost-effective to scan them into digital documents for easy access and secure archival. Electra provides a number of solutions for creating and using digital information effectively.
Records Storage
We operate several convenient locations in the Metro Area, including locations in the center of the Hato Rey business district and in the Bayamon-Cataño area, where records are stored in a secure environment. Our locations are managed with 24/7 security, industrial climate control and access control. Only representatives that are pre-authorized in writing are given limited access to records. All access transactions are electronically logged and a signed receipt is always exchanged.
Fast Access and Retrieval of Records
Businesses must be able to find and access information quickly and reliably. Even under the most demanding circumstances you can trust Electra to ensure your records will be readily available precisely when you need them. Electra provides for a number of flexible options for placing service orders for boxes or documents. Just call, fax, email or go online and we will have your records available per your request.
Online Ordering 24/7
Exclusive for our customers, our online web application provides authorized users with an easy way to place service orders for boxes or files using straight forward search tools and a standard web browser 24 hours a day 7 days a week. Customers can track the real-time status of every service order in our system. This web application also provides our customers with access to detailed information on each of their boxes or files, and an auditable transaction history for every box or file accessed.
Convenient Delivery Methods with Next Day, Same Day and Rush Deliveries
Electra delivers anywhere. We provide our customers with a wide range of transportation and delivery options. If a document is needed right away, you need to be able to depend on services that will have a document where you need it, when you need it. We offer Next Day (Regular), Same Day (Priority) and Rush delivery services to fit the urgency of your service requests. Our own vehicles and uniformed personnel can deliver or pickup your records. Fax or online delivery options and standard international carrier delivery options are also available.
Documents On-Demand
Need a record fast? Request any document from your inventory and we will quickly make it available to your computer desktop in a standard digital format.
Detailed Record Inventory
Our information systems track a comprehensive set of attributes for each box and/or file, such as record number, department, contents and destruction date. Either at the box level or the file level, we can help you manage of your entire records inventory.
Complete Transaction History
Track every transaction made with your records. The complete transaction access history of every box or document, from its initial tender to its eventual destruction, is recorded with information on the requesting pre-authorized representative, and when and how the transaction was fulfilled.
Record Destruction and Disposal Services
By securely shredding documents institutions can help protect their confidentiality while managing regulatory compliance cost effectively. Electra provides secure disposal services for both non-sensitive and confidential information. Documents are shredded (in your presence, if required) within the secure environment of our facilities. A destruction certificate is then issued.
Records Indexing
By carefully indexing the files contained in your collection of document, searching and retrieving for case and other records is made faster and much more effective. Electra provides document indexing or data entry services. The information can be collected per your requirements at your facilities or ours.
Monthly Reports
The services we provide are very important to our customers and keeping track of them is thus essential. We provide all of our customers with monthly reports that enable them to monitor their document box inventory, monthly access transactions, boxes recently added, and boxes ready for destruction. These activity reports are automatically sent on a monthly basis to all customers at no additional cost in electronic form (pdf).
Supplies
Several sizes of heavy-duty boxes specially made for the storage of records are available.