Offsite Document Storage is Right for You When…

December 6, 2016

Checklist With Green Checkmark IconThere 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:

  • HIPAA
  • FACTA
  • SOX
  • GLB

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.

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We switched to CRM with our document storage and document shredding needs and consider that one of the best decisions ever. CRM is very professional, local and easy to work with. Many thanks CRM!

-Leopold Steinberger

Great and personal service. Great facility...you always know where your boxes are and so do they! Not only do they have the best boxes ever for storing your docs (reasonably priced, sturdy and best of all---easy to put together), they also have onsite shredding. Full service for the entire life cycle of your documents. We have been a customer for approximately 8 years and NEVER had a single problem...which was not the case with our previous vendor! 

-Patricia Flournoy

Love Corporate Records Management. Very efficient and friendly staff. Have never had any issues, would definitely recommend.

-Maribel Hernandez

Very effective in storing our backup tapes in climate controlled storage. They are real quick to response in email queries and was always available to return tapes in case we have an emergency restore. Excellent customer service as well.

-Philip Mills

I have only been working with Corporate Records Management for a few months, but they have been an excellent partner to have in managing our extensive amount of hard copy construction plans and specifications. They are prompt and professional when picking items up to take to their storage facility, and it is extremely easy to request items back from storage if needed at a later time. I have made retrieval requests in the afternoon, and they have delivered to us the very next day. KWA Construction is most appreciate of Corporate Records Management! You help keep our office tidy and clutter-free!

-Tasha Keene

We've used CRM for almost 2 years to store our data tapes offsite. They have been reliable and easy to work with. When we have had special requests they have been quick to respond and get us what we need quickly. There were a few minor glitches when we were first getting everything setup at the beginning, but everything was quickly sorted out and we have zero complaints.

-Bret Harrell

Corporate Records Management is an awesome company. They have very friendly people who don't mind helping if you call with a question. I would recommend them to anyone who is looking to store files at an offsite facility

-Frank DaMommio

Great customer service and rapid response time to orders! Very professional and they also have had great solutions for problems my company has had. Patient employees helped us when dealing with a big conversion. Will highly recommend for business needs.

- Kedrick Williams