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5 Things to Look for in a Records Management Facility

Posted on July 18, 2016

You might think that all records storage facilities are created equal, but we are here to tell you, that is simply not the case. Theft, natural disasters, unauthorized personal access—these are just some of the things that can jeopardize your documents. So, do you really want to roll the dice and hand over your critical business records to just anyone? If document security is high on your priority list, it is essential to find the right records management facility to meet your needs.

Before you choose a provider to manage your records, here are some key factors to determine if their facility has what it takes to meet the high standards of proper records management storage.

Build

It almost goes without saying that a records management facility needs to be structurally sound, from the ground up. For example, the building should have concrete floors and a reinforced steel roof, ensuring the complete security and safety of all your vital records.

Security

A secure building is a must when it comes to protecting your files from security threats. The facility needs to have 24/7 monitoring, as well as a state-of- the-art intruder detection system in place. When it comes to comprehensive protection, your records are only as safe as the building they are housed in.

Properly maintained

A poorly maintained building is a clear sign of a records disaster just waiting to happen, leaving the door wide open to a host of hazards. Insufficient ventilation, dust pileup, and vermin are very real dangers your records could be exposed to if they are stored in a shoddy facility.

Restricted access

Restricted access is vital for any secure file management facility. Otherwise, anyone could simply walk in off the street and take what they want. So, it’s important that only authorized personnel have access to the facility. Plus, visitors need to sign in and must be accompanied by an employee when they are on the premises.

Fire protection

Fire hazards can be serious threats to unprotected buildings, not to mention your (very flammable) documentation. Therefore, it is crucial that a records management facility is equipped with extensive fire-protection systems and is up to par with any and all fire code requirements.

Outsourcing your records management storage to a provider that has a rock solid facility will ensure the safety of your records, giving you the peace of mind you deserve.

If you would like to speak with one of our dedicated management specialists to learn about our secure facility, contact us today.