5 Reasons To Store Records Offsite Today

There are numerous benefits to utilizing the services of an off-site records storage provider for document storage. Whether you are aiming to reduce costs, free up valuable office space, improve security measures, transfer risk, or enhance organization, you stand to gain several advantages.

In this modern era, there are five compelling reasons to consider off-site record storage. The majority of off-site document storage providers have kept pace with evolving trends, ensuring they meet the needs of businesses today.

1. Cost Savings:

In today's economic climate, cost management is a top priority for all businesses. Storing physical records within office premises incurs expenses such as purchasing file cabinets and utilizing valuable office space that could be utilized for more productive purposes. Off-site record storage facilities offer a cost-effective alternative, as they are significantly cheaper than office space. By storing boxes of records and information assets securely off-site, businesses can save money that would otherwise be spent on maintaining an in-house storage system.

2. Risk Transfer:

When you opt for off-site record storage, you transfer the responsibility of managing your records to the storage provider. These providers typically have insurance coverage to protect against record loss or breaches. Information governance experts need to collaborate with the legal department to ensure the storage vendor's contract includes indemnity language, thereby safeguarding the organization in the event of any unfortunate incidents. Off-site storage facilities often offer better protection for your data compared to on-site storage at your business premises, as they have advanced security measures, access controls, and robust chain of custody protocols in place to prevent unauthorized access to sensitive corporate information.

3. Organization:

Off-site records storage facilities usually offer a comprehensive system to help businesses track and manage their physical record inventory. In contrast, when records are stored on-site, they are often dispersed throughout various offices, closets, and file cabinets without a centralized indexing system. By utilizing a central indexing system provided by off-site storage providers, organizations can quickly locate required documents, effectively track record retention and destruction, and maintain better control over their records. This eliminates dependence on the memory of employees, especially considering staff turnover, ensuring the organization has a reliable method of keeping track of its records.

4. Compliance:

In the 21st century, privacy regulations have undergone significant transformations, necessitating heightened awareness and protection of sensitive data, including personally identifiable information (PII), proprietary intellectual property (IP), and data regulated by privacy acts. Reputable off-site record storage providers offer systems that enable organizations to easily input and manage the destruction of records in compliance with regulations. Many of these providers also offer secure shredding services, often certified by organizations like NAID (National Association for Information Destruction), ensuring proper destruction of paper records. A certificate of destruction is provided as evidence. Choosing a respected off-site record storage and shredding firm ensures compliance with data protection requirements, which may not always be guaranteed if an employee handles the destruction of documents internally.

5. Security:

Off-site record storage facilities typically offer higher levels of security compared to most office premises. Employees undergo background checks, and access to designated record storage areas is restricted. Visitors are required to sign in, verify their identities, and may even need to be escorted within the facility. Surveillance systems, GPS monitoring, RFID (Radio Frequency Identification), and cameras ensure continuous monitoring of personnel and records. Some organizations lack the financial resources necessary to implement robust security measures internally, and relying on a single layer of protection may be inadequate. Reputable off-site record storage providers have extensive security programs in place to safeguard documents and maintain the confidentiality and integrity of stored records.

By considering these five justifications for off-site record storage, businesses can make informed decisions to streamline their document management processes, reduce costs, mitigate risks, and enhance overall efficiency and security.