Most businesses don’t have unlimited office space and financial resources. As a result, they need an alternate, cost-effective place to store important documents and files.
Off-site document storage is an excellent solution for businesses. Here we share nine reasons behind its popularity.
1. Reliable Privacy Protection
Nobody wants to call a client or supplier to tell them their personal or business information has been compromised. You can minimize that risk by using a professional records storage company for the secure storage of your business information. Off-site document storage in a professional records centre provides the highest level of protection for your sensitive and confidential documents.
A secure chain of custody process begins the moment your documents are picked up from your business. They are transported in a GPS-tracked vehicle by a screened records management professional for storage in the records centre. 24-hour monitoring and state-of-the-art security systems at the facility mean your documents are safe from unauthorized access.
2. File Preservation
You’ve seen old documents that were difficult or impossible to read because the paper had yellowed or the ink faded. If not stored in a consistent, controlled environment, paper deteriorates over time. Off-site document storage provides that environment so your vital business records can be stored safely for many years.
3. Information Accessibility
In-house file retrieval processes are time-consuming and costly. Off-site document storage streamlines your file management processes so you can be more productive. Your files are professionally indexed and managed for quick access. You have several 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
4. Retention Management
Knowing how long to keep your documents and when to destroy them is essential. Professional off-site document storage helps you manage your retention inventory more efficiently. Barcode and document management software gives you real-time tracking of your information so you are fully compliant with records retention and final deposition requirements.
5. Clutter Reduction
With rising commercial real estate prices, an office cluttered with documents and files is costly. Whether you own or lease an office, off-site document storage lets you clear out file cabinets and boxes so every square inch of your office space is available for revenue-generating tasks.
6. Productivity
Time spent finding and retrieving documents every day adds up over time. Off-site document storage means less time digging through file cabinets or boxes to find information and more time serving your customers and growing your business. Barcodes are applied to your records as they are stored, enabling all file activity to be tracked. Professional records technicians keep your document inventory organized and accessible. Secure online access gives you flexible, real-time access to your storage inventory with the click of a mouse.
7. Disaster Protection
Every business needs a disaster recovery plan. One catastrophic event can permanently damage your files and documents. Off-site document storage in a records centre protects your paper records from fire, flooding and natural disasters with:
- Automatic climate controls
- Smoke, heat and fire alarms
- Multi-zone fire sprinklers
8. Compliance
Nobody likes being audited. Unfortunately, audits come with the territory of running a business. Off-site storage allows you to pass audits with flying colors. A professional records management team ensures your documents are stored, managed and protected according to the laws and regulations that affect your business.
9. Peace of Mind
As a business owner, there may be many things that keep you awake at night. Off-site document storage gives you one less thing to worry about. As we’ve shared here, with a professional records storage company, your information is always safe, secure, organized, and easily accessible.
FileBank offers records storage and document management solutions to businesses throughout Canada. For more information about our services, please contact us by phone or complete the form on this page.
