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Types of Microfilm and Microfiche

Record Storage Boxes

Information is an asset of every business. It is stored in many forms throughout the organization. While many companies are document scanning all their archives to digital images for electronic storage, that doesn't always make sense. A cost effective solution for paper documents is to use an offsite storage service. They maintain the records in warehouse specially designed for the job. You don't waste valuble real estate just to store boxes. There are several records storage services in every city to choose from. Here is some criteria to help you choose the best service for your business.

Storage Facilities

The most important qualification for any storage service is the quality of their facility. Paper documents need protection from major disasters and also the slow degridation from poor conditions.

Shelving. All records should be boxed and on metal shelves. Boxes should never be left on the floor to prevent water damage from flooding. Any offsite storage service will provide shelves. If you do choose to use a self-storage unit you will need to purchase the shelving.

Climate Control. Records should be kept in a climate controlled environment. This includes air conditioning, heating, and humidity control. Don't forget control of pests like bugs and rodents. This will prolong the life of your documents.

Fire Suppression. At the bare minimum you will want a fire control system. This is usually water sprinklers. For a higher level of protection you can choose a facility that stops fire with gases to eliminate water damage.

Disaster Proof. Depending on your location you will need to protect against different natural disasters. In Florida this is a building that is protected from the winds and rain of a hurricane. In California you will need to make sure it is protected against earthquakes. And never use a records storage facility in a flood plain.

Security. There should be an alarm system with cameras both inside and outside of the building. Doors need pass card entry or a guard on duty. All employees should be given background checks and drug tests.

Records Managment Services

To determine what level of service you need consider what you are storing. Accounting files require a different level of service from client files. You will need to evaluate how well your documents are organized. Do you need access to them very often? When you need a document what is the requirement on turnaround?

Indexing. If your records are not organized well you can have them inventoried and sorted (indexed). This helps guarantee that the document you need is what will be retrieved when you call.

Retrieval. If you need a document that is in storage there are many levels of service for retrieval. They can be delivered by courier, sent by overnight service, or scanned in and emailed.

Consulting. Document retention is a patchwork of federal, state and local laws. Use your record storage service as knowledge experts in the field. They can help every business put a retention plan together.

Access. If you need 24/7 access to your documents then make sure you use a facility that has those hours.

Pricing

When choosing any business service, cost is a factor. The major components of a records storage service are the price per box for storage and the retrieval fees. Before signing any contract make sure you won't be hit with punitive “pull charges” if you decide to change services.

Other Options

Most services will have other options for their customers. Some more common ones include document scanning, document shredding and tape rotation. It often saves money if you can bundle several service together with one vendor.

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