Assessing Your Storage Option Risks
There never seems to be enough space to store paper documents, but luckily, there are a number of storage options. However, each comes with its own risks. We examine various storage options so that the next time you run out of space you can make an informed decision about where you choose to store your documents.
Within your office
Business document storage is typically handled in the following fashion: Documents are crammed into file cabinets…when those are filled, boxes are purchased and tucked into office corners…eventually, as they begin to infringe on workspace, they are transferred to closets, multi-purpose rooms, and/or basements. The thinking behind this is, “If we have the space, why not use it?” However, all too often, the following factors get ignored:
- information privacy
- disaster recovery
- retention management
Each is an important piece of a corporate document management policy, requiring administrative oversight. Despite this fact, one or all of these factors often get ignored or pushed aside in favor of other priorities.
There’s an abundance of self storage and mini storage units in every city, offering a convenient option for storing virtually anything. Items can be delivered and retrieved at any hour of the day. But just because a storage unit is suitable for storing surplus of office furniture doesn’t mean it provides the necessary safety and security for your business documents. Just recently, in Montana, a storage theft ring was uncovered—exposing stolen items valued more than $100,000. Thefts of this kind are becoming increasingly common at self storage units, which offer only minimal security monitoring. In addition, many facilities are severely lacking in proper fire detection and prevention technology. Further, the time spent going back and forth to your unit to find and retrieve documents must be factored into your total rental cost.
Professional records storage
A commercial records center is designed to provide long-term protection, preservation and management for business documents. All document storage cartons are barcoded and tracked with inventory management technology which enables information to be properly organized and indexed and retention schedules to be strictly followed. A secure web-based client interface allows for all information associated with documents to be monitored, managed and requested on an as-needed basis.
Records inventories are stored on high-density shelving units in a facility equipped with the following:
- intrusion protection technology
- digital surveillance
- fire detection and suppression system
All documents are shelved, managed, retrieved and delivered to you by trained, screened professionals to ensure the highest level of privacy protection.
While you’re choosing…
While you’re determining which storage option best fits your needs, there are a couple of temporary solutions that can help. Make sure that all areas currently being used to store documents and files are locked and assign keys only to screened individuals within your company. This will reduce potential privacy breach risks. If possible, do not store records directly on the floor or under exposed water pipes. Keep them out of damp areas prone to mold and mildew growth.
Getting rid of no-longer-needed documents is also a great way to reclaim space. But there’s also a chance that you’ve been avoiding shredding them due to the time it takes to do so. A one-time shredding service enables expired files to be purged quickly and eliminates reliance on internal resources and staff. Locked shred collection containers can be dropped off in advance of your project. When filled, a trained professional shreds all confidential material and provides a Certificate of Destruction upon completion of the shredding process.
Pacific Records Management provides records and information management solutions to businesses throughout Fresno, Stockton, Sacramento, Modesto, and Napa and Solano Counties. For more information, please contact us by phone or complete the form on this page.