Security at a Glance: Why Organizations Trust Recordsforce With Their Data
✔ Mantrapped Facilities – Restricted, two-stage access to protect sensitive areas
✔ Background-Checked Employees – Every team member cleared before handling client data
✔ SSAE-18 SOC II Certified – Independent audits validate compliance and security controls
✔ Strict Chain of Custody – Documents tracked and logged at every step
✔ Controlled Work Environments – Access-restricted, monitored, and surveillance-equipped
✔ Encrypted Digital Delivery – Secure transmission of digitized documents
✔ Ongoing Training & Compliance – Continuous security education and audits
When organizations trust an outsourcing partner with sensitive documents, security isn’t optional, it’s essential. At Recordsforce, protecting client data is at the heart of everything we do. From the physical design of our facilities to the rigorous compliance standards we follow, every step in our process ensures your information remains confidential, secure, and fully protected.
Here are the core security measures that make Recordsforce a trusted leader in document scanning, mailroom outsourcing, and digital information management.
1. Mantrapped Facilities for Restricted Access
Our production facilities are designed with mantrap security systems. These mantraps consist of two-stage entry points that restrict access to authorized personnel only. This extra layer of control prevents tailgating and ensures that sensitive workspaces remain secure at all times.
2. Rigorous Employee Background Checks
Security begins with the people who handle your documents. Every Recordsforce employee undergoes a comprehensive background check prior to employment. Only cleared staff are allowed to access client materials, giving you peace of mind that your data is in trustworthy hands.
3. SSAE-18 SOC II Certified Operations
Recordsforce maintains SSAE-18 SOC II certification, which verifies our compliance with the highest standards for security, availability, and confidentiality. This independent audit demonstrates that our processes, systems, and controls meet rigorous data protection requirements.
4. Secure Chain of Custody
From the moment your mail or documents arrive at our facility, they are logged, tracked, and processed under strict chain of custody protocols within our proprietary software, PACE. Each step is documented to ensure accountability and transparency.
5. Controlled Work Environments
Our production floors are monitored, access-restricted, and surveillance-equipped to ensure no unauthorized handling of sensitive information. Visitors are not permitted in secure processing areas, and all activity is carefully overseen by management.
6. Encrypted Digital Delivery
Once your documents are digitized, they are delivered through encrypted, secure channels to prevent unauthorized access during transmission. Whether integrated with your document management system or routed to specific teams, security is never compromised.
7. Ongoing Compliance and Training
Security isn’t a one-time effort, it’s an ongoing commitment. Our employees receive regular training on data security protocols, and our processes are continuously reviewed to maintain compliance with evolving industry regulations.
Why Security Matters
Every piece of information, whether it’s an invoice, medical record, student transcript, or legal file, carries risk if mishandled. By partnering with Recordsforce, you gain more than efficiency and automation. You gain a team committed to safeguarding your most sensitive data with industry-leading security measures.
👉 Ready to experience a secure, compliant, and efficient document management solution? Contact Recordsforce today to learn more about how we protect your information.