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Disaster Can Strike at Any Time: Protect your Business Records

Hopefully your business has never experienced a catastrophic loss of business data.  If that’s true, consider yourself lucky.  A large number of organizations lose critical files and information over the course of time from human error or malfeasance.  Common scenarios that can lead to data loss include:

  • Failure to backup information
  • Accidental file deletion
  • Improperly inventoried records
  • Overall disorganization
  • Lack of security

Luckily, many of these risks can be mitigated with formal records management processes and procedures for storing and organizing documents.

The unpredictability of natural events

The risk of data loss from natural disasters is much harder to predict.  While statistically the chances of your business being affected by something natural such as a tornado, flood, fire, or “act of God” may be slim, it’s still necessary to adequately prepare and plan so that your organization can easily recover and continue to be viable in the event of an unforeseen circumstance.  Therefore, it’s important to locate the right resource to help protect your business records from disaster.

The importance of a secure storage repository

Many organizations are reluctant to part with their business records no matter how inactive their files and documents may be, because they believe that they are best protected in-house.  However, in reality, in-house storage presents a variety of problems including:

  • Lack of formal retention policies
  • Wasted billable office space
  • Non-adherence to privacy laws
  • Inadequate file preservation
  • Incomplete Disaster Recovery and Business Continuity plans
  • Lack of administrative staff for managing records

Considerable risk also comes in the form of exposure to disaster.  If your office or facility is victim to a catastrophic natural event, your vital business records could be destroyed thus compromising the potential survival of your business.  According to the Institute for Business and Home Safety, an estimated 25 percent of businesses do not reopen following a major disaster.  In fact, many organizations were unable to continue their operations after hurricane Katrina and more recently hurricane Sandy.

Professional offsite storage

A professional records storage solution can insulate your business from the outcomes of disaster.  Business records that are protected and preserved within a Records Center can easily be retrieved and dispatched to an alternate location.  For example, if your business facilities are flooded, vital documents and files containing information critical to the operation of your business can quickly be sent to a designated recovery site, so that your operations can continue in the most expedient manner.

Offsite storage protects your documents and files during required retention periods, which often represent several years.  A record center facility is equipped with the following systems to ensure maximum safety and security for business files:

  • High density storage shelving
  • Fire detection and suppression systems
  • Bar code tracking and inventory management
  • Strict access control
  • 365, 24/7 security monitoring
  • Screened and trained records management professionals

As a business owner you are constantly weighing the risks and possible outcomes of any business decision. Providing the necessary protection for your business records is no different.  After all, when disaster strikes, it’s too late to implement a solution.

Pacific Records Management provides turnkey record management services for businesses throughout Stockton, Sacramento, Modesto, Fresno, and Napa and Solano Counties.  For more information about how we can help you protect your business records from disaster, please contact us by phone or fill in the form on the page.

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