What Offsite Document Storage Can Do For Your Business

Does your business have a paper problem? If you’re struggling to find a balance between archiving your documents and managing them efficiently, don’t worry—there’s a good solution. Here’s what offsite storage can do for your business: 

Offsite Storage Prevents Insider Theft

One of the biggest threats to your sensitive information may lurk within the walls of your organization. Insider theft of corporate information and customer records is an increasing concern for businesses of all sizes. These crimes can go undetected for weeks or months and do extensive damage to your bottom line and business reputation.

Offsite storage reduces insider theft risks by providing secure, controlled and monitored storage for sensitive records. Your documents are stored in a facility where access is limited to background-screened and authorized records management professionals. They retrieve files requested by pre-approved employees in your company and deliver them, maintaining a strict chain of custody. A barcode tracking system lets you monitor and maintain a record of all file activity.

Offsite Storage Frees Up Space

A cluttered office is an unproductive office. Offsite storage frees up space so it can generate revenue for your business. Areas where boxes of records and file cabinets are currently stored can instead be used as workstations or to develop products and consult with clients. 

Offsite Storage Promotes Savings

Commercial records storage offers an affordable solution for storing your business records. Rather than renting more storage space than you need in a self-storage facility, you only pay incrementally for the storage space you use within the records center. When a document storage carton reaches its final disposition date and is destroyed, your storage fee decreases. 

Offsite Storage Preserves Important Paper Records

Even in our digital age, paper records are still viable and necessary. But they are prone to fires, floods, natural disasters and unstable environmental conditions. For example, documents stored in a damp and musty basement will eventually succumb to mold and mildew. If you plan on preserving your documents long-term, they should be stored in a stable environment.

A commercial records center that meets National Fire Protection Agency (NFPA) and State of California Department of Public Health (CDPH) standards is the ideal facility for preserving your business documents. These dedicated document storage facilities have specialized climate and fire protection systems that can protect vital business documents for decades. 

Offsite Storage Improves File Accessibility

Think of how productive you’d be if you could reclaim the hours spent looking for lost files. With offsite storage, you never lose files. They are barcoded and tracked using an advanced inventory management system. Secure client web access allows authorized users from your organization to see the number and type of records you retain, who has what file, and where it’s located. When you request a file, its barcode is scanned before being retrieved from its designated storage location. Then the file is either hand-delivered or sent to you electronically through a Scan on Demand service. You never have to stop what you’re doing to find your information; all file access and delivery is professionally handled for you.

Offsite document storage helps you solve the paper problem by offering your business these practical benefits.

Pacific Records Management provides document storage and data protection services for businesses throughout Fresno, Stockton, Sacramento, Modesto, and Napa and Solano Counties.

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