If you’re used to storing your business records in your office, you may have reservations about storing them offsite. The thought of not having client files, financial records, contracts and other important documents right under your nose can be unsettling. Any unnecessary doubt is removed when you ask the right questions when considering storing your documents offsite.
Will this Enhance the Security of My Information?
If you can’t guarantee its safety, letting go of your records inventory could prove impossible. The good news is, storing your documents offsite with a professional records storage provider enhances the security of your information. Your records are stored in a climate-controlled commercial records centre that features:
- PCI-DSS Certification
- Privacy+ Certification
- NAID AAA Certification
- Perimeter and internal alarms
- Security video monitoring and recording
- Motion sensors
- Smoke, heat and fire detection technology
- Entry access controls and monitoring
In the best commercial record centres, all standard operating procedures, security protocols, staff, facilities and equipment are audited by third parties multiple times each year. In addition, only screened and bonded staff pick up, store, manage, retrieve, and deliver your files. They also receive ongoing, professional records management training to ensure that the privacy of your information is maintained at all times.
Who Needs Access to our Records Inventory?
Remember that not everyone in your organization will need access—or should be able to access—your offsite records. For example, staff members outside of your executive and human resources teams should not have access to confidential personnel or payroll records.
Your records storage provider can customize file access levels to restrict access to designated individuals or departments, giving you assurance that only those designated have access to the information they need.
Do I Need to Prepare My Documents for Offsite Storage?
Although offsite storage requires a certain level of preparation, preparing your records for transfer to a records centre should never be a hassle. With a records storage service, your provider supplies you with barcodes for each records carton in your office when your account is created. If you are dreading the task of boxing up documents currently stored in file cabinets,, use their professional packing and indexing service to save you valuable time and help you properly prepare and index your file inventory for storage.
Can Authorized Staff Access Documents Quickly and Easily?
Whether storing active or inactive records, having quick and easy access to your information is everything. A professional records storage provider gives you easy access to your documents with on-demand file requests via phone, fax, email or web. You also get a variety of records retrieval and delivery options, including:
- Same-day service
- 3-hour rush delivery
- 90-minute rush delivery
- After-hours emergency service
- Scan on demand service
Asking the right questions helps you make the most important decisions when considering offsite records storage.
FileBank Records Centre serves document sensitive industries throughout Canada with professional records storage and management solutions. For more information about our services, please contact us by phone or complete the form on this page.