It may not seem like a big deal, but determining where to store your business records may be one of the most important decisions you make for your business. Here we compare four document storage options so you can make the right choice for protecting and preserving your important business information.
Option 1: Office Space Storage
Using your office to store your business documents may seem like a logical choice, but it’s also a risky and expensive one. Filing cabinets take up valuable space that can be used to generate revenue. In addition, your records are vulnerable to fire, floods and natural disaster risks if stored at your primary business location. Disaster recovery experts recommend storing critical business documents at an alternate, offsite location, so your information is protected in the event of a catastrophic event at your office.
Option 2: Basement or Attic Storage
Any area that is prone to mold and mildew growth, and is home to pests and critters, is a less-than-ideal place to store business documents. As a result, you should never store paper documents in a basement or attic. With this option, it’s only a matter of time before you find your documents in a deteriorated state.
Option 3: Self Storage
Self storage facilities are advertised as a convenient and secure option for storing valuables, including documents, yet all evidence points to the contrary. Self storage units do not offer the secure environment that your confidential documents require. Onsite management and oversight is often absent from self storage facilities. Access is often loosely regulated and monitored; tenants and non-tenants can come and go as they please, making self storage units prime targets for criminal activity. Stored there, your documents become an easy target for thieves intending to commit identity theft and business fraud crimes.
Further, each time a document is needed, one of your staff members has to retrieve it from the self storage unit—that is, if they are able to locate the file amongst the stacks of boxes. This inefficient document retrieval process increases your administrative costs. In short, many companies make the mistake of moving their business records offsite to a self storage facility, only to find their documents disorganized, difficult to retrieve and vulnerable to physical damage and theft.
Option 4: Commercial Records Centre Storage
A records centre is designed specifically for the protection and preservation of documents. Fire, theft and natural disaster risks are minimized with a security system that features the following:
- Access control
- Intrusion alarms
- Closed circuit video monitoring
- Smoke, heat and fire detection technology
Climate control systems ensure temperature and humidity levels are regulated for optimal preservation of paper records. And state-of-the-art carton racking systems are equipped with in-rack sprinklers and motion sensing automatic lighting.
In addition to the security features it offers, a commercial records center ensures your documents are properly managed during their retention lifecycle. Bar coding allows your data to be uniquely identified and provides a highly efficient system for indexing, accessing, tracking, and auditing your information, which means your inventory is available whenever you need it. Professional retrieval and delivery services offer reliable and efficient information access for your organization.
When you compare your document storage options, a commercial records centre is the hands down winner.
FileBank offers records and information management solutions to businesses throughout Canada. For more information about our services, please contact us by phone or complete the form on this page.