There are many scenarios in which offsite document storage makes sense. In addition to that, the business benefits of offsite storage are hard to ignore. If you find yourself in one of the following situations, it may be a sign that it’s time to move your confidential information to an offsite location:
Files Are Constantly Misplaced
You know that document you’re looking for is somewhere in your office, but you’re just not sure where. Digging through your file cabinets and looking on bookshelves and desktops yields no results. If finding your files is cutting into your business productivity, it’s time to invest in offsite document storage.
With a trusted records management provider, each file is barcoded, indexed to your exact specifications and tracked with advanced records management software. That means no more fruitless searching through file cabinets and boxes for lost documents. Whenever you need a file, you simply place a request online and your document is either hand-delivered or sent digitally with a Scan on Demand service.
Your Office Resembles a Warehouse
Excess paperwork sneaks up on you before you realize what’s even happening. Soon, those boxes of documents stacked in every corner start to seem normal. But in reality, given the cost per square foot of office space, these boxes you’re storing are costing you money.
Offsite document storage eliminates the negative impact clutter has on efficiency, employee morale, and profitability. Your file boxes are securely stored in a records center at a fraction of the cost it takes to store them internally. Plus, they are professionally organized and protected!
Meeting Compliance Standards Is Stressful
There is an alphabet soup of regulations your organization may be required to meet:
Keeping up with compliance obligations can take a serious toll on your business. Offsite document storage with a provider who understands today’s complex regulatory environments gives you a reliable resource for managing your records throughout their retention lifecycle. From the time they are created to their final disposition, your documents are tracked and managed with professional oversight.
You Need a Disaster Recovery Plan
Considering worst-case scenarios isn’t pleasant, but it is necessary. Sudden, restricted access to your information can paralyze your business permanently. That’s why disaster recovery experts agree that storing vital business documents offsite is crucial to ensuring business continuity.
Offsite document storage gives you a safe and secure place to store your most essential business records. Your documents are safeguarded from fire, flooding and natural disasters in a commercial records center equipped with state-of-the-art technology that includes:
- Ambient temperature monitoring and control
- Fire detection and suppression technology
- Independent electrical generators and backup systems
- Digital surveillance
- 24/7 intrusion detection monitoring
Each carton is stored on a high-density racking system to prevent mold, mildew and water damage and ensure long-term preservation.
If any or all of these situations sound familiar, it’s time for an offsite document storage solution.
Corporate Records Management can help. We offer records storage and management solutions for businesses in Dallas-Fort Worth and the surrounding areas. For more information, please contact us by phone or complete the form on this page.