Quality records management is a necessity for many business owners, and it can be difficult to know which vendors are the right fit for your business. It is important to understand that not all records management services are the same. Several elements may affect the quality and delivery of records management. Here are some tips for choosing the right service provider when your business is looking for someone to manage sensitive company information and files.
Quick Access to Your Files
It is essential to have easy access to your files, even when they are in storage. How long will it take to find and retrieve the file that you need once it is put in storage? This concern is what keeps many companies from taking that first step to off-site document storage. A full-service records management service provider like Armstrong Archives is able to offer quick, efficient access to any file needed by virtue of our file folder indexing system.
When your materials come to our facility, each file folder is indexed and bar coded. When a file is needed, we can deliver it to you, or scan its contents and send them to you electronically or on a flash drive.
Armstrong Archives help keep your business operations efficient by converting your hard-copy files to digital. Document scanning services give you ready access to your most critical business data, so you can experience streamlined operations, no matter where you’re located. You can choose to make the conversion all at once, or just use our scan on demand service, which means we only scan the files as you need them.
Consider Industry and Fit
Some companies may not work to stay current with regulations that govern your industry. As such, outsourcing your records management to them could lead to compliance issues down the line. Armstrong Archives specializes in serving businesses that must stay compliant with their industry’s regulations. These industries include:
- Banking and Finance
- Energy and Utilities
- Consulting and Logistics
- Legal and Law Practices
Armstrong Archives, which has been serving Dallas-Fort Worth for over 20 years, is locally owned and operated. Since we are an independent company, we can provide clients with custom solutions that work with their unique business needs.
Disaster Recovery Planning
Effective records management is not just about the storage and retrieval of files; it also involves having robust disaster recovery plans in place. These plans ensure your business can swiftly bounce back if the unexpected happens. When choosing a records management service, consider how they prepare for various types of disasters, including natural disasters like floods and fires or man-made issues like data breaches.
A comprehensive disaster recovery plan should outline specific steps the company will take to restore your data and hardcopy files if they are compromised. This includes data backup systems, alternative storage locations, and specialized recovery software. Find out whether the vendor uses cloud-based backups and how often they perform data backups. A provider with a solid disaster recovery plan will help to minimize potential damage and reduce the recovery time, ensuring business continuity even in the face of adversity.
As your business grows, so will your records management needs. The volume of documents you’ll need to store and manage will increase over time, and it’s vital that your chosen service provider can handle this expansion without compromising the quality of service. Ask about the provider’s capacity to take on increased volumes, their resources, and their strategy for accommodating growth.
It’s also important to consider whether the vendor can scale back services if necessary. Economic downturns, business restructures, or changes in business strategy could mean you need less from your records management service. A provider that offers a flexible, scalable solution will be a more valuable partner in the long run.
When it comes to managing records, especially those containing sensitive or confidential information, security should be of paramount importance. The records management service you choose should demonstrate a strong commitment to security at every level. This starts with physical security measures, such as CCTV surveillance, secure access controls, and alarm systems at storage facilities.
In addition to physical security, the provider should also have stringent digital security measures. If they offer digital storage or document scanning services, how do they protect this data from breaches? Look for features like secure servers, encryption technologies, regular security audits, and robust access controls.
Furthermore, the service provider should have clear procedures for handling confidential documents and sensitive information, and all employees should be adequately trained in these procedures. By ensuring your chosen provider prioritizes security, you can have peace of mind that your valuable records are in safe hands.
At Armstrong Archives, we know that small to medium-sized businesses work with tighter budgets, and we are committed to providing solutions that work for you at a price point you can afford. Unlike some other companies, there are never any hidden fees – the price you see is the price you get. We offer flat rate pricing, so you pay by the item, not by cubic foot. We also have an a la carte service menu, which ensures that you only pay for the services you use.
Personalized Service – Check our Reviews
Some records management companies are part of a giant national corporation with headquarters in another city. Having serving Dallas-Fort Worth for over 20 years, locally owned and operated Armstrong Archives is known an exceptional level of personalized customer service. Since we are an independent company, we can provide clients with custom solutions that work with their unique business needs. Take a look at what our customers say about us online on Google and Yelp.
Armstrong Archives is committed to providing the highest quality customer service and record management. From storage and document scanning to our flexible service options, we work to make your business operations more efficient. To learn more about our services or to get started today, please contact us.
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.