When you experience a disaster that compromised your organization’s documents, you must arrange for document recovery solutions quickly or risk further damage. Taking the time to vet restoration companies with simple questions will not only ensure that you receive the correct services for your needs, but also protect the sensitive information in the documents in question.
What to Ask when Seeking Document Recovery Solutions
What document restoration techniques do you use?
The best restoration companies use a variety of techniques to salvage wet documents because a method that is beneficial to one type of document could damage another. A reputable contractor provides the following:
- Cleaning and sterilization: Specialists use waterless techniques to remove dirt, mold spores and other contaminants from documents.
- Vacuum-freeze drying: Specialists place wet documents in an airtight chamber and induce negative vacuum pressure. The pressure, combined with freezing temperatures, causes the moisture in the documents to sublimate. This technique reduces processing time and prevents distortion.
- Desiccant air drying: Specialists place documents in a room that is 68°F and has a relative humidity level of 12 percent. The changing vapor pressure in the room and arid conditions eliminate moisture from wet documents.
- Digital imaging: In lieu of or in addition to restoring physical documents, a contractor can create digital copies of important documents, allowing a client to have immediate access to them.
The specialists who work for a document restoration company should know moisture affects different materials, including linen and film. The techniques used should prevent mold growth and other types of damage that could disrupt business.
How long have you been in the business?
The best document restoration contractors have an established reputation. Seek a contractor that has at least five years of experience, as well as industry certifications and professional associations. The employees that a contactor hires should receive ongoing training in the latest best practices.
Who will be my point-of-contact?
A reputable document restoration service will always assign a project manager who will meet with you on-site and serve as your point-of-contact during the project. This expert will guide you through the process, from determining the best restoration techniques to use to ensuring document security. He or she will also take care of the logistics and keep you updated about the project’s status so you can focus on your business’ operations.
Can you give me at least three references?
A reputable document restoration contractor stands behind its work and will happily provide you with references without hesitation. If a company representative gives you any type of grief, acts like the request is an inconvenience, or is unwilling to provide references, seek a different contractor.
In addition to interviewing references, it is a good idea to look at online reviews. In particular, check with the Better Business Bureau (BBB.org) to see if anyone filed a complaint against the company. If there are complaints, the BBB will list the actions that the company took to remedy the problems.
What document security measures do you use?
From financial records to private client information, there is a good chance that your damaged documents have sensitive information. A document restoration company should have security protocols in place to protect your documents, regardless of where they’re processed. These protocols include regular employee background screens, using secure vehicles, clear chains of command, and defined security practices. The contractor should provide a secure environment during the restoration process and limit access to your documents so only necessary personnel handle them.
Ultimately, the document recovery solutions that you use should give you peace of mind. Serving international clients since 1955, Polygon is an established document recovery and restoration leader in 13 countries. Our operations include over 300 depots across the globe, allowing us to respond to your needs quickly and securely. When you need immediate restoration services, contact Polygon for a complimentary quote. If you’re learning more about document restoration services for your organization’s disaster recovery plan, we invite you to participate in our complimentary Code Blue program, which will help you establish a recovery plan for your documents and give you priority access to our 24/7 emergency response services. Call Polygon today to learn more.
[Daniel Oines via CC License 2.0]
