If you have an ever-growing inventory of documents, outsourcing their storage and management will save your organization time and money. The single drawback is that the scope and quality of professional document storage varies from provider to provider. You shouldn’t have to wait days to receive an important file from storage or risk having your confidential information lost or stolen. To prevent this from happening, ask your document storage provider these five crucial questions:
1. How Are My Documents Protected?
Business record theft is big business: stolen client files, patient data, and employee documents are bought and sold on the black market every day. When you outsource the storage of your documents, you entrust your document storage provider with the protection of your most confidential and sensitive information.
Asking how your documents are protected lets you assess the security of the facility where your information is stored, the chain of custody processes used when retrieving and delivering your records, and the quality of the staff managing your documents.
2. How Are My Documents Archived and Retrieved?
Outsourced document storage offers technology that keeps your records inventory organized so you can access your documents quickly. It’s far more efficient than having to search through filing cabinets every time you need a document. Ask how your documents are archived and retrieved to verify that a barcode and inventory management system is used to track your inventory while it’s stored.
3. Do I Have to Organize My Records Prior to Storing Them?
Packing and indexing is an important step in records storage and document management. If you have limited time and resources, you may need your document storage provider to organize and prepare your records for off-site storage. This question helps you determine whether your provider makes you do all the work or offers specialized records technicians to help with the packing and indexing of your documents.
4. What is Your Disaster Recovery and Business Continuity Plan?
When you store your documents off-site, you need uninterrupted access to them, even during a catastrophic event. Ask this question to assess what steps your provider has taken to ensure the availability of your information, no matter the circumstances. Key indicators that they’ve invested in disaster recovery and business continuity include:
- Regimented customer data backup
- Server replication
- Redundant power and internet connections
5. Can You Provide Client References?
Nothing says more about the quality of service you can expect to receive from your document storage provider than client references. Find out if they serve businesses within your industry and other document-dependent businesses with records storage and management solutions.
Outsourcing the storage of your documents saves your business time and money. To make sure you work with a document storage provider that keeps your records secure and always accessible, always ask these five crucial questions.
FileBank Records Centre offers document storage and records management solutions to businesses throughout Canada. For more information about our services, please contact us by phone or complete the form on this page.