We are in the business of storing, protecting and delivering your information assets while maintaining the highest levels of confidentiality, security and professionalism.

Allstate has 2 locations serving the entire NY Metropolitan area (Paterson NJ) and Philadelphia Metropolitan area (Pennsauken NJ). Allstate also can facilitate records storage across the United States on a National Level. Contact us directly for more information or for a quote.

With Allstate, ordering services has never been easier. You can order instantly and online with our password protected exclusive AIMSyncYou can order via fax, email and over the phone directly to our live customer service team @ 800-225-1080.

Allstate Information Management offers 24 Hour a Day, 7-Day a Week access to your information. You can request an article anytime from Allstate via our Website, AIMSync, or via our 24-Hour Help Line any time, day or night. We also offer emergency service whereas your materials can be delivered to you 24/7 within 2 service hours if needed.

AIM does not believe that Record Storage should be expensive, and figuring your bill shouldn’t require a graphing calculator. We provide a complete fee schedule to all of our clients in order to avoid surprises, and typically our prices are significantly lower than Self-Storage Units or other Record Storage Vendors.

We design our service offering to exceed our clients’ needs and insure 100% customer satisfaction. Please contact us for a free appraisal of your record management needs.

Allstate is a fully armed facility and has state of the art zoned sprinkler system and security monitors. The building is unmarked and is gated with exterior cameras that is monitored 24 hours a day.

Allstate provides client specific bar codes to be affixed to the boxes when sent for storage. Clients can use their own cartons as long as they are industry standard sized boxes or the cartons can be purchased from us.

Allstate does both on-site and off-site destructions as well as facilitating destruction of archived boxes. We validate and securely destroy your approved records. A certificate of destruction is always provided for your records.

Allstate information management can provide all the storage space that you require and much more.

For efficiency purpose Allstate shelves your data in the first available empty space, our bar code inventory system insures that your information is specifically located. This also provides you with an additional level of security as your data is not stored in one area exclusively.

Offsite records management allows an organization to increase security and efficiency and to reduce costs. Since records contain information, a valuable resource, it is essential to take a systematic approach to the management of records. Allstate’s offsite records management:

  1. Contributes to the smooth operation of your organization’s programs by making the information needed for decision making and operations readily available
  2. Helps deliver services in a consistent and equitable manner
  3. Facilitates effective performance of activities throughout an agency
  4. Protects the rights of the organization, its employees, and its customers
  5. Provides continuity in the event of a disaster
  6. Protects records from inappropriate and unauthorized access
  7. Meets statutory and regulatory requirements including archival, audit, and oversight activities
  8. Provides protection and support in litigation
  9. Allows quicker retrieval of documents and information from files
  10. Improves office efficiency and productivity
  11. Provides better documentation more efficiently
  12. Supports and documents historical and other research
  13. Frees office space for other purposes
  14. Avoids unnecessary purchases of office equipment
  15.  

Just visit our contact page and answer some brief questions and an Allstate Representative will contact you to.

The decision to adopt a document imaging system should be based on business needs. Clients must justify the implementation of a system based on an analysis of their work processes and business needs balanced against costs. The decision to implement an imaging project should be based on improvements in productivity and efficiency or quality of service. Simply automating an existing process may not lead to significant savings or improved performance.

Factors that should be considered when determining whether to image documents include:

  • Volume of records. Imaging is generally used for large volumes of records.
  • Reference use. Imaging is most effective on highly referenced collections where a short retrieval time is important or where there are multiple users accessing the same records. Combined with effective indexing, imaging records can facilitate retrieval. 
  • Relationship to records on other media. Consider whether the records to be imaged have to be used with records on other media. 
  • Records and information usage. Consider how the information is used and how long the record is needed. Required retention periods are specified in records schedules. 
  • Legal acceptability. Following established procedures and maintaining the documentation of audit trails and other business practices will ensure that information is kept that may be needed to document record authenticity and reliability. 
  • Ease of maintenance. Balance storage costs and capacity with indexing, conversion, quality control, and migration costs. 
  • Work process and information flow. Would imaging facilitate the work process? Considerations include how records are routed, how information is added to records or files, and when records (finals or drafts) need to be captured. 
  • Document preparation. Determine how much work needs to be done to make the files ready for imaging. Document preparation for voluminous files may be significant. 
  • Quality control issues. QC procedures must be instituted both while preparing documents for imaging and while verifying and validating imaged information. 
  • Condition of original records. The condition of the records will affect their handling during imaging as well as the quality of the imaged record that can be produced. This will particularly be a factor for records that are:
  • damaged 
  • faded 
  • oversized
  • Image requirements(resolution, compression, headers, etc.) will vary depending on how images will be used.
  • Indexing requirementsand metadata fields are determined by analyzing how users will access images.

Allstate Information Management is a full service record center that can accommodate all your delivery and pick-up requirements. We have an in house courier staff that is fully background checked who delivers records and films to our clients 7 days a week, as well as overnight delivery service when necessary.

Records enable and support an organizations work to fulfill its mission. Every organization must address well-defined objectives that add value, either by achieving the organization’s goals or by reducing costs. Since records contain information, a valuable resource, it is essential to take a systematic approach to the management of records. Records management:

  • Contributes to the smooth operation by making the information needed for decision making and operations readily available
  • Helps deliver services in a consistent and equitable manner
  • Facilitates effective performance of activities throughout an organization
  • Protects the rights of the organization, its employees, and its customers
  • Provides continuity in the event of a disaster
  • Protects records from inappropriate and unauthorized access
  • Meets statutory and regulatory requirements including archival, audit, and oversight activities
  • Provides protection and support in litigation
  • Allows quicker retrieval of documents and information from files
  • Improves office efficiency and productivity
  • Provides better documentation more efficiently
  • Supports and documents historical and other research
  • Frees up office space for other purposes by moving inactive records to storage facilities
  • Avoids unnecessary purchases of office equipment

To access your records or any other records stored with Allstate Information Management,  it is helpful if you know the barcode number that was given to you at the time the records were transferred. If you do not have this information, an AIM Customer Service Representative is always available to assist in finding the records you need. Records may be reviewed in the Audit Rooms provided by AIM or charged out to you if they are needed for an extended period of time.

When permanent records are transferred to Allstate Information Management, they are maintained there forever. Each records transfer will receive a unique barcode number and information about the records will be entered into the AIMSync database

Personally identifiable information (PII) refers to information about individuals which may or may not be publicly available, that can be used to distinguish or indicate an individual’s identity, and any other information that is linked or linkable to an individual, such as medical, educational, financial, or employment information. This information must be kept physically protected at all times from anyone not authorized to access it. Paper records containing PII should be stored in locked cabinets or Offsite at a secure facility such as Allstate Information Management offers. Electronic records containing PII should be encrypted or password-protected. If these records must be saved to removable media, external hard drives, or laptops, the media or equipment should also be stored in locked cabinets or rooms when not in use.

All records should be assessed to determine if they are permanent or temporary records. Permanent records should be sent to the Allstate Information Management. Temporary records, depending on the type of record, should be discarded, destroyed, or sent to AIM to be destroyed at a later date.

A record is any recorded information, regardless of medium or characteristics, created, received, maintained internally in office, or by employee. Records document decisions, actions, policies, and procedures; serve as legal evidence; provide an audit trail; provide for accountability; or create a corporate memory. Records may be found in filing cabinets, in storage rooms, on servers, or on electronic media. Records are often paper, but may also be photographs, film, video, audio, email, spreadsheets, databases, word processing documents, websites, social media, or any number of other formats. In general, three-dimensional objects and museum, archives, and library collections are not considered records.