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5 Document Storage Fundamentals Every Business Needs

Posted on February 11, 2016

Are you sure your on-site documents storage practices are safe and cost effective?

Whether you are a large multinational corporation or a small independent business, professional records storage is a key component of any company’s operations. By freeing up valuable office space and eliminating employee time spent on the management of your records, it just make good business sense to turn to an off-site storage provider when it comes to safeguarding all your crucial documentation.

Let’s dive into some key document essentials that no company should go without.

  1. The proper level of security

Do you have the appropriate amount of security to safeguard important records? As a business owner, it is your responsibility to properly protect sensitive customer and employee information.

From phone numbers and addresses to financial details and credit card information, using a reliable off-site records management company will help ensure the complete safety of crucial data.

  1. Itemized filing system

With a detailed filing system in place, it’s a breeze to track down documents. Professional off-site storage providers use a bar-coded system for quick and easysearch requests and retrievals.

A reliable record and information management company will ensure all your sensitive documents are bar-coded and then scanned into bar-coded shelf locationsfor fast and reliable search requests, retrieval, reporting, managing, and destruction—all identified and recorded in real time.

  1. Worry-free compliance

Many businesses, especially those in highly regulated industries, can be subjected tostiff penalties for non-compliance. With the help of an off-site records management provider, you can sleep better at night knowing that you are in-line with all the necessaryrecordkeeping regulations, and up-to-date with crucial retention schedules.

  1. Easy-to-follow paper trail

In the event of a legal proceeding, you need to be able to easily track your business’s records. Companies that partner with on-site storage providers can quickly find out who handled which documents when, helping you stay on top of audit trails.

  1. Rock-solid disaster recovery plan

Worried about sensitive documents falling into the wrong hands? Are your records secure if there is a natural disaster?

Don’t leave your business open to preventable catastrophes like lost or stolen data. Off-site records management delivers secure storage opportunities, protecting your business’s crucial documents, and keeping them out of harm’s way.

For the most comprehensive records management services at affordable prices, contact us today!