Running a business tends to generate a lot of documents and records, and storing them in the office can take up a lot of space. It can also take a lot of headspace wondering where to store old documents to make way for the new, or just how many more file cabinets you’ll need to buy – this year. Depending on the nature of your business and its clients, privacy and confidentiality can also play a factor in determining the security associated with documents and records. And for any business, there is a chance of these records getting destroyed in events of natural disaster like floods and fires.
Reasons for Making the Change to Offsite Record Storage
Offsite record storage aids in clearing up a lot of space in office that allows better use of the total space while ensuring that all the documents are stored neatly at a safe location. Not only does offsite record storage help in creating more space, it helps in keeping the office space more organized and promotes overall productivity. Read on to learn more ways offsite record storage can benefit your business.
Better use of Office Space
When you shift your records from your office space to an offsite record storage facility, you free up a lot of space which can be used for increasing the overall productivity of the organization. In that space, you can set up new cubicles and hire more employees who will help in generating more revenue for your company. In this way, the cost that you will be spending on keeping your records safe and secure can be generated by the employees that you employ in that space.
Efficient Retrieval of Crucial Documents
Retaining company records dating back four or five years or more, especially for long-term clients, can lead to oversized files that may make it difficult to find a particular document when it is needed. This can lead to a loss of productive time for the person searching for the document, and potential frustration for the client. Setting an in-office retention limit, and transferring older documents to offsite storage can help make room for newer information, and for easy and efficient retrieval of records.
It might seem that having all the records in the office will be a better choice as far as the retrieval of records is concerned. However, there a number of offsite record storage facilities which provide same day record retrieval facilities. They make use of barcode tracking systems which makes file retrieval extremely easy as well as efficient. Depending on how much you want to spend on record retrieval, there are a number of services such as standard service, emergency service and priority same-day service. You can choose the type of service that suits the requirements of your organization and client needs.
Increased Protection of Records from Accidental Destruction and Theft
When you store your records in-house, there is an increased chance of information theft as it becomes extremely difficult to keep a tab on each and every record that is being generated in-office. Also, most offices do not install state of the security features for protecting their records as it can be extremely costly to do so. Therefore, there are chances of these records getting destroyed in the event of a natural disaster like a flood, fire, or tornado.
Offsite record storage facilities provide you with high quality, state of the art security for storing your records where you can be sure that they will be protected from fire and floods. These facilities often have humidity and temperature controlled environments so that your records do not get damaged.
In addition to this, these storage facilities have round the clock CCTV surveillance as well as guarded premises so as to ensure that no unauthorized access of records take place. The cost of storing your documents at these facilities is much less than the time and labor cost of reproducing documents in the event of a loss.
While storing an organization’s records, it is important to index the files properly. This will help in easy and fast retrieval of files when and wherever required. There is no longer a need to employ any special staff to take care of your documents in this way. Consider utilizing the expert services of an offsite storage facility vendor who can store as well as manage your records effectively.
Effective Professional Assistance
Offsite records storage vendors are committed to providing the best customer service. They ensure that your transfer of records from office to their institute is completed without any glitch. This transfer can be a daunting task but with the right type of consultation, you can find a service that will tailor its services according to your needs. There are professionals involved in this whole process who make sure your documents are transferred safely, stored properly, and, when the time comes, are retrieved properly and delivered to you without any hassle.
Offsite record storage facilities are engineered to meet the requirements of a diverse array of sectors. It can be the best solution for organizations which are looking to expand their businesses, or simply expand their in-office space to gain some extra clarity and breathing room.
If you are looking for a secure place to store your documents or records, Safe Deposit Center can help. At Safe Deposit Center, we offer a variety of safe deposit box sizes as well as open vault storage to accommodate your secure storage needs. For more information about our secure, private storage facility please visit https://safedepositcenterwa.com/.