5 Reasons to Use Off-Site Document Storage
Your company’s paper documents and files are absolutely vital to your ability to conduct business. But they can be cumbersome and bulky to store, taking up a great deal of space. Offsite document storage is an ideal solution when it comes to managing corporate records.
Why? In some industries, losing important paperwork is both an ethical dilemma and often incurs legal repercussions. On top of these notable downsides, you’ll lose the trust of your clients and, therefore, lose future business.
Partnering with an offsite data storage facility has many advantages for the small to medium sized business. Businesses who use offsite data storage find this level of data protection important when unforeseen events make disaster recovery necessary. If your business is not already using offsite storage for paper records, it’s a good idea to investigate how this additional layer of data protection can benefit you.
Here are 5 reasons why you should consider an offsite records storage facility:
Filing cabinets full of documents take up space. If your company is large – or if you have been in business for a while – you likely need many file cabinets to store all your archived paper documents. Each cabinet requires about 15 square feet of space to be fully accessible, so storing your company’s records at your business is probably taking up a large chunk of your space. Imagine how much extra room you will recover by utilizing a records management facility for your data storage needs.
Keep Private Data Private
Secure corporate records management requires a security system with locks, surveillance cameras, and so forth. Is your business set up to be a secure records storage facility? Probably not. Using an offsite document storage company puts the burden of security on the storage provider, who should have the knowledge, expertise, and resources to keep your important documents secure. Be sure you choose a records storage provider, like Armstrong Archives, that is up to the task. Our locally owned, secure document storage facility has been one of the Dallas area’s most trusted records management solutions for more than 20 years.
Improve Business Continuity
We don’t like to think about it, but sometimes disaster strikes, in the form of fire. Or your company may be the unfortunate victim of a natural disaster such as a flood, or tornado. Unplanned events like these at your business can damage or destroy records stashed in boxes in a spare office or in the garage closet. In this type of situation, disaster recovery can be a difficult task without offsite data storage.
On the other hand, man-made or natural disasters will probably not impact the records protected within the confines of a secure storage facility. Offsite data storage allows disaster recovery to take place quickly and smoothly, causing little disturbance to business continuity.
Our offsite climate-controlled storage can keep valuable company and client data protected from unexpected damage, allowing your business to get back on its feet faster after experiencing a loss. It’s not fun to think about your business being affected by natural disasters of any kind, that’s true. But it’s even worse to try to recover data from paper records or other types of media that are ruined by fire or water damage when they could have been in secure storage offsite.
Improve Cost Efficiency
Offsite storage is more cost efficient. Offsite storage solutions are more cost effective than portable storage or leasing extra office space. With offsite document storage solutions, you only pay for the exact number of boxes kept at the records storage business and as your needs change, adjusting your level of service is a breeze. When you lease extra office space or a self-storage unit in which to store files, you have much less flexibility. If you outgrow your storage space, you will have to find additional offsite storage, or move your business records to a larger storage unit, and nobody wants to do that!
Improve Time Efficiency
When you choose a document storage company for offsite records storage, you will save your company time. Offsite storage solutions are more time efficient than handling your own records. Employees will no longer have to spend time boxing up files and combing through them to find a paper document that is needed. It is estimated that managers spend up to four weeks per year searching for or waiting on mislabeled, misfiled, or otherwise “lost” paper records.
Offsite storage facilities reduce your company’s time wasted looking for lost records down to zero. When you use offsite records storage, you will have quick access to your documents electronically. Most document storage facilities have systems in place to allow them to locate and retrieve client records quickly and efficiently. For example, at Armstrong Archives, we provide file folder indexing, on-demand scanning, and online access to your digital documents, making retrieval quick and easy – far simpler than storing documents yourself.
Federal laws regulate the secure management and accessibility of data as it pertains to employee and customer privacy. Using offsite records storage facilities makes maintaining compliance easier and more affordable. Healthcare, Legal and Finance all have requirements to preserve and maintain records.
Medical providers have always generated a huge amount of paper documents. Most of these records will be maintained for many years and federal regulations stipulate requirements that they be stored in a confidential manner. Health care providers who choose a reputable, HIPAA-compliant document storage company rather than a self storage unit are making a smart decision.
Similar to the medical field, financial institutions are required by law to maintain paper records for a certain length of time before they may be destroyed. Most banks and other financial institutions choose secure offsite storage solutions to handle their records management.
Law firms also have significant needs for offsite storage. While some legal document retention guidelines are vague, certain state laws specify specific timeframes for how long certain legal files must be kept. While some law firms choose to keep older paper files in a self storage unit, many find that using secure records storage facilities is a cost-effective solution that provides many benefits.
It’s pretty clear that offsite document storage is far superior to storing documents at the office or in a temporary storage facility. There are many document storage solutions to choose from, but not all of these storage facilities offer the personalized service and fair, sensible pricing that you will get at a small, independently owned and operated document management business like Armstrong Archives LLC. For more information about secure offsite document storage, contact us today.
Posted By: Sherri Taylor – President/Managing Partner
Sherri Taylor is the Managing Partner and President of Armstrong Archives, one of the largest independent records and information management companies in the Dallas/Ft Worth area.