Common Places You Should Never Store Your Business Records

Posted on March 28, 2016

Documents stacked atop workstations? Files crammed into boxes? Records jammed into filing cabinets? There’s no getting around it, business records need to be retained. Sooner or later, however, proper storage will need to be addressed. The last thing any business owner wants is to put key financial records, personal client information, and confidential employee files at risk. That’s why we’ve rounded up some helpful suggestions on where not to store your business records.

Never store business records in offices

For many business owners, storing records in your office may seem like common sense. After all, your files would be within arm’s reach, where you could easily protect them from getting into the wrong hands, right? WRONG. Just one disgruntled or dishonest employee could effortlessly snatch up sensitive files and take off with them, all right under your nose. If you want to eliminate the possibility of insider theft, your safest solution is to store them in an offsite storage facility.

Never store business records in basements

Running out of storage space? You might be tempted to use your company basement as a make-shift filing location. While basements and attics are ideal for storing furniture and office supplies, they are the last places you should stockpile your business records. For one, basements are dark and damp areas, susceptible to dust, mildew, mold, and possible flooding.

Additionally, basements and attics are home to a host of destructive critters. Believe it or not, pests like silverfish, cockroaches, and rodents will chew through and devour just about anything, including your precious documents. When it comes to protecting customer records, intellectual property files, and other vital documents, the basement is simply not an option.

Never store business records in self-storage units

Looking for a secure option for safeguarding your documents? Then you might be wrestling with the idea of whether or not to use a self-storage facility. The truth of the matter, however, is that they provide very little in the way of records protection.

For example, the only thing that stands in the way of your important records is a roll-up door and a padlock. Offsite storage providers, on the other hand, offer cutting-edge protection technology that deliver round-the-clock security. In addition to protecting your documents, it is your duty to keep them organized when it comes to self-storage. A professional records management provider, however, will not only organize and index your files, but also keep track of your documentation, in accordance with your retention requirements.

When it comes right down to it, using an offsite storage provider is the best and only choice you can make to ensure complete document protection. For the most comprehensive information management services, contact BCRMS today.