Keeping records in an office can easily use up precious physical space which is often expensive to rent or build. The security equipment and facilities necessary to store documents and records on-site are also ludicrously expensive and ineffective, leaving important records vulnerable to access from unauthorized staff members and associates.
Offsite document storage facilities offer safe and secure storage for businesses, whether they want to store physical paper documents or electronic scans and documents. Offsite storage companies usually cover physical and electronic records, giving you convenient access to your documents when you require them.
Documents and records stored on-premises are vulnerable to a range of circumstances. Not only can they be more easily accessed by people who shouldn’t access them, they are also vulnerable to fires and natural disasters. If a fire, flood, or another similar event should consume your office space, wouldn’t you prefer to know that your crucial data is stored on servers and storage facilities at an offsite location not affected by the event?
Offsite digital storage
Although digital storage within your own premises has its own advantages, it is always beneficial to have offsite digital storage too. Your personal laptops and computers can easily have their hard drives fail, leaving your data lost forever. Additionally, they can also become lost or stolen, and are especially vulnerable if your building is subjected to a natural disaster or fire.
Offsite digital storage gives you peace of mind, safe in the knowledge that your valuable data is stored on servers far away from your premises. Using electronic document management systems can also save you about 8% on your office rental costs, as less space is suddenly required for your operations and records.
Digital document storage also sees productivity skyrocket amongst your employees. The average office worker spends almost 200 hours per year searching for improperly-stored documents, often poorly recreating them from memory out of frustration. Your business becomes more cost-effective when your documents are quickly accessible and your employees use their valuable time to complete more crucial and productive work
Offsite storage – the bottom line
Offsite storage companies with good reputations will be able to ensure that your documents are compliant with all the necessary data protection laws (should they apply to you), keeping your business safe from audits and legal troubles. They also offer you untold amounts of security and regulation, ensuring that the only people accessing your records are the people with the appropriate authority to do so.
As well as all this, you can save money on things such as office space and office equipment such as printers, photocopiers and more. Ultimately, knowing that your physical and electronic records and backed up at an alternative physical location is the ultimate safeguard should a disaster such as a fire, flood, or hard drive failure occur.