If you work in the energy industry, it comes as no surprise that it’s one of the most heavily regulated. To comply with government regulations, an energy company might have tens of thousands of documents that need to be physically stored, scanned or destroyed. While it’s always important to keep digital backups, there are some requirements that demand physical storage of certain types of documentation.
The following are things to consider if your company has a need to store hard-copy documentation off-site.
Select a document storage company that will pick up items that need to be stored. It might be tempting to load boxes into the back of an employee’s pick-up truck for quick transport, but keeping documents secure in an enclosed truck will prevent road bumps and high winds from scattering important records about.
Consider what it would be like to access important documents if boxes aren’t properly labeled. Utilize a company that will inventory items with barcoding. Combined with tracking software, barcoding allows for easy access to important documentation. Specifics regarding each box can be entered, stored and easily retrieved.
If you need something fast─really fast─select a document storage company that offers on-demand scanning. They’ll have the ability to find the needed document, scan it into a .pdf file and deliver it via e-mail in a matter of minutes.
Online, cloud-based access to your off-site documentation will allow for reporting, printing and pick-up scheduling.
Securely shred and destroy documents that are no longer needed with our document shredding service.
Room with a View
Use a document storage company that offers a comfortable area where you can retrieve and review needed documents. Sitting on a cement floor in a hot, stuffy warehouse will make you wish you’d used a company with a comfortable viewing area. It’s an often overlooked feature, but very important, especially during the blistering Texas summer.
If you need same day inventory delivery, use a company that can get needed documents in your hands fast. They’ll probably have an early afternoon cut-off, so requesting an expedited, same-day delivery at five o’clock might mean you won’t get your documentation until the next morning.
If you work in the energy sector and government regulations require the maintenance and prompt access of hard-copy documentation, contact Armstrong Archives today.