Account Safeguards

Account Access System

Our Account Access System is designed to restrict access to your media and your account information. Account Access Cards are used as identification for these purposes. There are two different security options available to you:

  • Account Access Card required for all transactions
  • Account Access Card required for special and emergency transactions only

    • Should you choose either of the first two options you will be asked to designate staff who will have access to stored materials.

    All staff authorized to interact with Datasite will be issued an Account Access Card that utilizes a Datasite access number.

    You will also be asked to designate the level(s) of authority for each staff member. Datasite Northwest employs three Account Access Levels with distinct features.

    Account Access Levels

    Gold Access Level

  • Can authorize additions, deletions, and modifications to access list.
  • Can arrange visits to Datasite Northwest. (Advanced notice is required)
  • Can authorize changes to account information.
  • Has the authority of Silver and X levels.


    • Silver Access Level

  • Can request special and emergency deliveries.
  • Can alter delivery schedule.
  • Can add items to scheduled deliveries.
  • Has the authority of X level.


    • X Access Level

  • No Card issued.
  • Designates authorized signer for Scheduled deliveries only.


    • Access Cards

    All staff authorized to interact with DataSite Northwest will be issued an Account Access Card. This Access Card utilizes a Datasite Northwest access number. If a card is lost or stolen the primary contact shall notify Datasite Northwest immediately. Datasite Northwest operations will delete the card from the customer account file.

    An Account Access update form will be mailed out by Datasite Northwest to the customer periodically. We encourage the customer to notify Datasite Northwest of any changes. Datasite Northwest staff will request that the Account Access Card be presented at the time of media exchange.

    The level of access for each employee is determined by the alpha code in the access level hierarchy. For example, Joe Smith's access level is GOLD so his number would read 35236-G.

    Barcode Label

    When receiving materials from Datasite Northwest, your employees will be asked to present their coded Account Access Card. The alpha code designates the authorized level of interaction between the customer and Datasite Northwest.

    When making a phone request, simply state your Account Access Card number. This will be verified with your account file prior to acting upon the request.

    Account Delivery Schedule

    At DataSite Northwest we offer three delivery options.

    Scheduled Delivery Option
    Or Standard) Delivery time is coordinated with our vault operations staff. The frequency of pickup or delivery for your program is dependent upon your backup scheme. Scheduled deliveries are broken into either AM or PM time frames. If, due to unforeseen circumstances, our couriers are unable to complete a delivery or pickup at the normal time, you will be notified of the schedule adjustment. All necessary forms must be completed in order for the courier to complete a pick up.

    Rush Delivery Option
    Delivery is handled on an ASAP basis with delivery guaranteed within two hours during business hours.

    Emergency Delivery Option
    Delivery is available during non-business hours with a guaranteed two hour response.

    Account Delivery Receipt

    Your service expectations will be documented on the Delivery Receipt that accompanies each service. Your courier will follow these instructions to the letter. For Rush or Emergency deliveries you will be asked to present your account authorization card.

    Tape handling - Chain of Custody

    Client Preparation:

  • Customer labels each item with a DataSite Northwest material barcode label. The item code label provides; your unique 4 digit account number, material number, and storage code. The 4 digit account number is crucial as a means to establish ownership. (First time use only) Place tapes in DataSite provided media transports.


  • Customer logs on to VaultLink Web™ and documents the materials numbers designated to transfer to off-site. (Handwritten submittal forms are also available) Customer designates the return or cycle date for each tape or container. Once submitted via your web browser the materials are committed to DataSite and a record is created in our VaultWare inventory control program documenting the expectation. (VLW demo www.datasitenw.com)


  • DataSite's bonded staff courier arrives at the scheduled time and exchange point. Courier compares tape and container counts and material numbers documented on the VaultLink Web™ transmittal form and signs off.


  • Upon arrival at the DataSite facility each material barcode is scanned first in a Receive mode. This documents that the material has arrived at the vault. A second Shelve scan occurs when the tape or container is placed in a mobile slot or on a shelf. VaultWare validates that all materials that were received are also shelved. Any exceptions are noted and addressed. Finally, confirmation of receipt is posted to the web and is visible by logging on to your account.


    • Order Preparation:

  • Scheduled orders for materials that cycle back to customers are created each day. Pick list are created and used to pull orders. Materials are placed in media transports; this container is labeled with client number. Each material barcode is scanned in Deliver mode to confirm the accuracy of our staff's efforts. This documents the completed and accurate scan and updates the inventory database to reflect the status change from Shelf to Out.


  • GPS systems are in place for all of DataSite's unmarked courier vehicles. Routine analysis provides benchmarks for fulfillment of time commitments for our scheduled daily deliveries.


    • Added Emergency Safeguards

    A Safeguard to the System.

    Datasite Northwest will not deliver items to location other than those listed in the customer profile worksheet. Should secondary location be necessary, Datasite Northwest requires advanced notification. In the event of an emergency at the customer site, simply call the main Datasite Northwest number (425-455-1198). Our answering service will request specific information needed to expedite your delivery; your name, your company name, and a number where you can be reached. A Datasite Northwest Emergency Response Team member will contact you immediately for specific delivery details; item to be retrieved, authorization code, and any special instructions you wish to add.

    At DataSite, we deliver your media directly to you 24 hours per day, seven days a week, 365 days a year.

    Quick Contact:
    Data Protection-
    Phone: 425-455-1198
    Fax: 425-451-3872
    Records Storage & Shredding
    Phone: 206-529-1234
    Fax: 206-529-6172
    Email
    info@datasitenw.com

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