Though digitization has taken the world by storm, there are still many aspects of business that take place on paper. When it comes to things such as legal documents and audits, you are more than likely going to find yourself putting pen to paper. Though digital files are more convenient to manage, they are inevitably more prone to (cyber) attacks and theft. You only need to take a look at some of the highly-publicized data hacks in recent years to realize the vulnerability of the digital world.
Hard copies are still an integral part of many businesses, and the natural human instinct to shuffle through (and write on) paper is not going away anytime soon. Records storage systems allow you to store your vital paper-based documents in a safe, secure, centralized location. Physical documents such as client files, staff documents, business records and proprietary information may be stored in records storage, allowing you to feel safe in the knowledge that your important information is locked away in a secure physical storage facility, immune to data hacks and hard drive failures.
Why use a records storage company?
Document storage companies (such as our own) store your paper-based records in secure off-site locations that are separate from your business. Your assets are all stored off-site, yet are conveniently accessible when necessary, assuming that you pass the necessary security checks to be granted access.
Businesses decide to work with document storage companies because of the convenience and security they offer. In addition to this, it is also a cost-effective solution. Storing your documents in-house is expensive, takes up valuable office space, and requires you to have the appropriate security protocols and equipment in place. Preparing your premises to fulfill the necessary space and security requirements can be very costly, and it is almost always cheaper and easier to use a professional records storing company for this purpose.
Some businesses may use self-storage units as a means of storing their business documents. However, these units are inevitably prone to flooding, fires, theft, damage, and many other problems. The haphazard organization involved is also likely to waste much of your personnel’s time when retrieving documents from these disorganized units.
Storing your documents on-site or in a self-storage unit also means that your organization will not be compliant with audit and retention requirements, with many Boston businesses being subject to federal regulations such as HIPAA, FACTA, GLB, and SOX. It is important to be able to prove that you are compliant with all the necessary regulations and protocols, and working with a records storage company ensures this.
Records storage services
Records storage businesses offer a plethora of services to clients. This usually includes archival management and retention, file indexing, active file storage, electronic file delivery, and much more.
Off-site records storage gives you peace of mind regarding your documents, allowing you to be safe in the knowledge that your documents are under the watchful eye of document storage professionals. Document and records facilities are purpose-built to be incredibly safe and secure, with most facilities offering comprehensive inventory management databases, 24/7 video surveillance, bar-code tracking, employee screening, strict access protocols, and high-tech fire suppression and protection systems.