The Top 6 Benefits of a Document Storage Service

Rough craft paper being torn in the middle revealing the words "Uncover the Benefits"Where are you storing tax records, personnel files, and other important business documents? You may be unaware that there are several benefits to using a document storage service. Here are the top six:

1. Enhanced Regulatory Compliance

Knowing what records to keep, and for how long, is essential to legal and regulatory compliance. A document storage service protects and manages your records during their retention lifespan. You receive a comprehensive audit trail of your storage, retrieval, and final disposition activities.

2. Improved Information Access and Retrieval

You spend countless hours searching for and retrieving documents. A records storage service streamlines your document retrieval. Records management professionals hand-deliver your records or send them directly to your computer using a Scan on Demand solution.

3. Cost Savings

Allocating square footage in your office to accommodate documents is expensive. Fortunately, with a document storage service, your paper records are stored without breaking your budget. The cost per square foot in a records center is much lower than commercial office space and you only pay for each carton you store. When a document reaches its final disposition date, it’s destroyed, and your storage fee decreases.

4. Simplified Tracking of Records

Keeping track of documents is a challenge. A records storage service offers relief by organizing and managing your documents for you. Your records are bar coded and tracked with an advanced inventory management system. A secure web portal lets you see your records inventory and monitor who has which file and where it’s located.

5. Privacy Breach Prevention

A records storage service is designed to safeguard personally identifiable information (PII) and protected health information (PHI). Access to a records center is limited to background-screened and authorized records management professionals. Only pre-authorized individuals in your organization can request records from your provider. Files are delivered in a GPS-tracked vehicle by screened and uniformed professionals.

6. Disaster Protection

Natural disasters may be impossible to predict, but archiving your files with a trusted partner keeps your records safe. There’s no safer place to store your records than a records center. It’s built to withstand earthquakes, fires, and flooding. Your documents are stored on shelves constructed of solid steel with cross-braced beams that are bolted to the ground. Zoned, in-rack sprinklers are used to decrease fire risks.

Pacific Records Management provides records and information management services for businesses throughout Fresno, Stockton, Sacramento, Modesto, and Napa and Solano Counties.

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