Selecting the Right Document Storage Solution
Information is one of the most important assets of a business or organization. Theft or loss of sensitive data can paralyze a business and result in huge financial losses. Therefore, every business must zealously safeguard its data. Since data generated over time can take a huge amount of physical space and are vulnerable to theft and damages, it’s a good idea to archive them in high-security and ultra-safe off-site storage facilities maintained by professional document storage companies.
But, with so many data-storage companies offering fantastic sounding services, you can easily end up with the wrong company. So, here the most important factors to consider when selecting a document storage company:
- Quality of the storage facility
The first thing you should look at is the quality of the storage facility. How safe and secure is it? Ask the following questions and pay a visit to make sure everything meets your requirements.
- Are the data stored in a climate-controlled environment? The facility should have air conditioning (for the warm season), heating (for the cold season) and humidity control (for the rainy season).
- Does the facility have an effective fire-suppression system? The facility should be equipped with water sprinklers and other methods to extinguish a fire.
- Is there adequate protection against natural disasters? In a flood-prone area, there should be flood protection. In an earthquake-prone area, there should be earthquake protection. In an area known for heavy rainfall, there should be protection against rain and water seepage.
- Is the facility protected by a high-tech security system and trained security guards? It should include a CCTV camera for 24-hour monitoring and surveillance, motion detectors for intruder detection, and electronic security check and access-control devices, such as smart cards and biometric devices. There should be at least one trained security guard on duty 24 hours a day.
- How are the documents stored? They should be stored in boxes that should be placed on metal shelves.
- Controlled and authorized access
You may need to access your archived data from time to time, sometimes at very short notice. How fast can the company provide authorized access to your own data? If it takes more than 24 hours, then that company is not good enough. Does it allow you to remotely manage your inventory of archived documents? Many document-storage companies allow you to do that via an encrypted online account. How does it deliver your documents? Some companies use in-house couriers and some use third-party couriers. You should consider all these when choosing a document-storage company.
- Insurance for your archived documents
Even with rock-solid protection against theft and damages, bad things can still happen. A fire can burn the facility to ashes. A flood can sweep away the facility. An earthquake can turn the facility into rubble. Armed criminals can break into the facility, destroy all the data, and make off with some of it. In short, disasters can never be entirely ruled out. Should the worst happen, you should be adequately compensated for your losses. This usually means an insurance policy. Does the company have insurance coverage for your documents? If it does, what are the terms and conditions? You should choose only the company that has good insurance coverage for your documents.
One data-storage company that fits this description is Armstrong Archives, LLC. This reputable company, which is based in Carrollton, Texas, offers cost-effective record-storage solutions, professional off-site record storage, document scanning, secure data destruction, and customized document storage solutions all over the country.
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.