Nicky Bullimore from Record Max, talked about some of the considerations of using an off site backup for office records storage. Business records, or company archives need secure, efficient records storage; whether off site, or on premises, secure office files storage.
One of the first things to do when deciding on which company to choose when it comes to outsourcing the management of you sensitive data and documents is to visit the premises you are considering to see exactly how things work.
Most storage companies will have a variety of ways to manage and store information. This is due to the types of information that they store. Not all files that are kept by a company will need to be retrieved for use at a later date; therefore, how this information is stored may be different to a system used to store information that is likely to be required again.
Archiving information which is no longer needed for retrieval may be stored in secure boxes so when the times comes where they are no longer required to keep by law, they can be easily destroyed.Information that may be required for retrieval, such as medical records, can be stored in an open shelving environment so that it is alot easier to find that information when it is needed. It isn’t always necessary to send an employee along to the offsite records storage company to retrieve a document as more often than not, these companies can provide a service where they can deliver this information to you in the space of a few hours.
It would be a good idea to write a list before visiting a storage company with questions so that you know exactly how your information is going to be handled. Find out about what security systems they have in place to ensure the safety of your documents. What security is offered when the end of the working day comes and all of the employers have gone home?
Ask questions relating to how the information is going to be managed. Most storage companies will have a bar-coding system which enables your information to be stored, managed and retrieved easily. You can take a look around the premises to see how this works in action as well as see how where your information will be stored.
Offsite records storage companies store all kinds of different information in a variety of formats for a wide range of companies. On many occasions they hold information with people’s personal details relating to all kinds of different situations. Even for a company to hold medical records will give you a good idea of the type of security that needs to be in place to ensure this information is not lost or damaged.
These companies take on a great responsibility when storing this kind of information, so they fully understand the requirements of the businesses they store documents for. However, it is always still advisable to visit a storage company before you decide which one you will use. This then helps you see everything in action as well as different types of storage and management systems they offer to find out which best will suit your requirements.
Most storage companies will also prove to be more cost effective than managing your own information if you accumulate alot of data which is required by law to store for a number of years. Storing and managing your own information can become quite costly, so outsourcing your records management and storage to a professional company could not only keep your information well managed, but when you look at how much it might cost you for self storage, it is likely you will be saving valuable money by using an offsite business.