Answers to Your Document Storage Questions
Keeping up with paper documents while running a business can be a big headache. A records storage service offers relief. In this blog, we answer frequently-asked document storage questions.
Q: Why should I store my documents offsite?
A:Offsite document storage offers many benefits. First, it eliminates clutter, allowing for more efficient use of your office space. Second, offsite storage reduces identity theft and business fraud risks by limiting access to confidential and sensitive documents. Third, storing documents offsite helps your business comply with state and federal privacy laws. Fourth, offsite storage protects your documents from fires, floods, and natural disasters.
Q: What are the benefits of storing my documents in a records center?
A: A commercial records center that meets National Fire Protection Agency (NFPA) and State of California Department of Public Health (CDPH) standards is ideal for preserving documents. It has specialized climate and fire protection systems that can protect vital business documents for decades. State-of-the-art surveillance systems prevent unauthorized access to any sensitive personal, medical and financial information you collect from your customers and employees.
Q: Do I take my documents to the records center?
A: No. Your document storage partner provides bar codes and transmittal forms for your boxes and files. After you place the bar codes on your records and complete the transmittal forms, a background-screened records management professional picks them up from your office or storage unit, places them on a GPS-tracked vehicle, and transports them to a records center.
Q: How do I keep track of my offsite records inventory?
A: Your records storage provider offers access to a secure web portal that allows you to manage your offsite records inventory. You can monitor your record retention schedules, request file pickups, and schedule document deliveries.
Q: My documents are confidential. Who handles them?
A: Rigorously-trained, background-screened records management professionals handle and manage your documents. They follow strict chain of custody procedures when picking up and delivering your records.
Q: How do I request a document from the records center?
A: You log on to your web account and choose next-day, two-hour, after normal business hours, or weekend or holiday delivery. If your records storage provider offers a Scan on Demand service, you can have your documents scanned when requested and sent directly to your computer or laptop.
If you have another document storage question, ask us. We love answering your questions!
Pacific Records Management provides records and information management services for businesses throughout Fresno, Stockton, Sacramento, Modesto, and Napa and Solano Counties.