record storage

Offsite Record Storage: Saving Space, Time, and Money

Did an employee throw sensitive documents into the public dumpster last week?

Is there a 4-foot pile of paper next to the office shredder waiting for someone, anyone, to destroy old records?

Do you dread trips to your overloaded file room because you know it will take over an hour to find the documents you need?

If you answered yes to any (or all) of these questions, it’s time to switch your DIY record keeping to a professional off-site record storage company.

Not sure what this means? Read on to find out!

What is Offsite Record Storage and Why Do You Need It?

Privacy and security are essential in every business. Your clients want and expect their information to remain private.

Are you sure your business records are protected? Think about fires, floods, theft, security, medical regulations, legal and financial rules, and privacy.

You have a legal obligation to protect the privacy of customers and employees. Offsite record storage preserves and safeguards your documents.

When you move valuable paperwork and data to a secure offsite location, you protect your business, plus save space, time, and money.

Create More Office Space

Your business is growing, and so is that disorganized file room. You have more clients, more employees, and more sensitive records to manage and maintain.

Instead of clogging valuable square footage with records you’re required to keep, but seldom use, you could store them offsite.

Professional record storage facilities safeguard any type of media, document or file. It’s a smart solution for

  • Legal offices
  • Medical facilities
  • Financial institutions
  • Brokers
  • Any confidential records

Regulations determine how long businesses, hospitals, doctors, lawyers, and banks, must keep records. Once the required time passes, you can declutter by securely destroying outdated records.

Choose an offsite records company that’s AAA certified in records destruction, including hard drive destruction. Then you can permanently eliminate any sensitive personal or business information stored in files or on hard drives at the end of its life cycle.

Save Employee Time

Once you remove extra documents from your file room, you’ll have easy access to files you need daily. Your employees will save time because record retrieval and reference will be more efficient.

If you choose to store records offsite, they’re readily available, too. You can arrange secure pickup or delivery of your documents whenever you need them.

Another way you save time is by knowing where your files are at all times. Every storage box uses our barcode tracking and index system for fast retrieval.

You can save time with a one-time purge to reorganize your space, or with regularly scheduled services (onsite or offsite). Both options save you hours and lots of effort.

Reduce Risks to Save Money

Climate-controlled secure storage facilities keep your records safe from damage and theft. Lost records are expensive to restore or replace.

Additionally, certified record storage companies can advise you on the legal regulations for record keeping, which can save you money on compliance issues.

Secure document transport, shredding, and storage means you don’t have to worry about security breaches or the cost of resolving them.

An offsite record storage facility saves you money because it protects your data, frees up valuable office space, and reduces the time your employees spend on record retrieval and review.

Whether you do an annual purge, a special project, or routine document management, contact Federal Records Management to save you space, time and money.