There’s no getting around it: Document retention is an important part of owning a business. That doesn’t mean it’s fun, though. Fortunately, there’s a solution that makes managing your documents less stressful. In this blog, we discuss the top reasons your business needs an offsite storage solution.
Offsite Storage Prevents Data Breaches
Not every data breach is digital. Confidential paper records are low-hanging fruit for criminals and dishonest employees to steal.
Offsite storage reduces data breach 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 and deliver files requested by pre-approved employees in your company, maintaining a strict chain of custody. A barcode tracking system lets you monitor and maintain a record of file activity.
Offsite Storage Saves Office Space
Imagine getting rid of your paper filing system and devoting more office space to making money for your company. Offsite storage frees up room for product development, customer service, and revenue-generating employees.
Offsite Storage Saves Money
The right offsite storage solution saves you money. Unlike a self-storage facility where you have to rent a whole unit whether you need it or not, with a commercial record center, you only pay incrementally for the storage space you use. When a document storage carton reaches its final disposition date and is destroyed, you no longer pay to store it. Plus, the cost per square foot is in a record center is much lower than commercial office space.
Offsite Storage Preserves Vital Business Records
Even though digitizing paper records has never been more affordable, your company may be required to keep original hard copies. Disaster recovery experts recommend storing vital records offsite in a stable and protected 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 Helps You Stay Productive
Over the course of a year, you spend countless hours searching for and retrieving documents. Offsite storage streamlines your information access process so you gain those hours back. Your records are barcoded and tracked with 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.
Document retention may not be sexy, but with an offsite storage solution, it’s a whole lot easier!
Pacific Records Management provides records and information management services for businesses throughout Fresno, Stockton, Sacramento, Modesto, and Napa and Solano Counties. For more information, please call us at 800-685-9034 or complete the form on this page.