Records Information Management (RIM) has a lot of working parts. The way you organize, store and retrieve business documents, personnel files, and important records can be easy to complicate. That’s where a document management company can help.
Organizations that work with document management companies can free up storage space in their office, improve workflows, and safely and securely store critical and inactive files that need to be retained indefinitely. That said, choosing the right storage service can be tough when the market is full of options.
In this blog, we’ll break down the document storage options that exist today so you can make an informed decision. Read on to learn more or watch the video at the end of the post.
Off-site Document Storage
As its name implies, off-site document storage allows you to store boxes of files in a secure, climate-controlled facility. In turn, it saves you space and ensures your sensitive information is safe. Additionally, off-site storage can also simplify overall document management, as facilities can often handle shredding as well.
How Off-site Document Storage Works
First, you collect documents and fill up storage boxes. Additionally, you organize the file boxes on their retention times. Boxes are then taken to a facility and labeled with a barcode to group boxes and help providers set up retention tracking for your document.
You can monitor your file inventory through web portals, check on or set up retention schedules, and get notifications when documents are nearing the end of retention times. Old documents are shredded and you’re given a formal certificate of destruction with details including where and when the shredding took place as well as chain of custody.
When to Use Off-site Documents Storage
Some paper files require you to keep them for compliance reasons. However, off-site storage is usually the best option for documents you rarely use. You can store file boxes offsite instead of paying for files you’ll never use. Additionally, it can track their retention times and record when they’ve expired and need to be destroyed.
Document Management System (DMS) Storage
Document management systems (DMS) provide an organized structure for your digital documents. DMS systems have complex capabilities allowing you to convert documents to the proper digital format, index them based on custom specifications, use keyword search functionalities to find files, set access controls, and search and edit digital files quickly and easily.
The advantages of a DMS include customizable digital storage solutions that provide version control, security, and remote digital document access. As a result, it provides employees a quick and secure way to access the files within this framework.
How a DMS Works
Scan the documents you plan to integrate and ensure the old papers you no longer need are shredded. Optical character recognition (OCR) is applied during the scanning to make files editable. Your new files are returned on a hard drive where they can be uploaded and indexed in the DMS. Files can be set up with access controls, retention tracking tools, and document redaction.
When to Use a DMS
With a large amount of files, on-site servers for a DMS are faster and more stable since they don’t require the internet. When you need more complex functionalities, tools like access controls and retention tracking can be implemented.
Cloud Storage
Many small businesses can’t afford to manage and maintain on-site technology resources. This makes cloud storage a great alternative because you can upload and store files offsite and access them online. Migrating to the cloud requires little-to-no internal IT involvement, and it lets you store massive amounts of information remotely. In turn, it helps protect your data, backup files regularly, and access your files whenever and wherever you need them.
How Cloud Storage Works
With cloud storage, users connect using a web portal, website, or mobile app to upload data to servers via an internet connection. All kinds of files can be saved to the cloud servers, including business documents and presentations, data backups, development code, and more.
When to Use Cloud Storage
When you want digital files but need to save space, cloud storage can be used to store on off-site servers instead of storing in-house. If you need wider access to your files, you can access them on the cloud from anywhere with a secure internet connection for increased collaboration.
Microfilm Storage
Microfilm stores tiny micro-reproductions of document images on a film roll. Because of their size, it is roughly 1/25 of the original size, and microfilm is typically a backup storage option. Storage capacities range from 2,400 standard documents to 600 engineering drawings, and a microfilm roll can have a shelf life of hundreds of years. This makes them an efficient and long-lasting way to manage backups.
How Microfilm Storage Works
Similar to off-site document storage, microfilm is stored at film-specific storage facilities that have special capabilities. Climate controls include fire-suppressant and climate-control systems to regulate humidity. Multiple security steps are taken as well, including 24-hour facility video monitoring and physical security protections. Retention times for different film rolls can also be tracked, followed by a notification when documents are set to expire.
Using Microfilm Storage
One of microfilm’s greatest advantages is its high-volume capacity along with its long shelf life. Similar to off-site storage, microfilm can be a good option for documents you do not use or need to keep.
Like microfilm, backup tapes are small but have a high capacity. This makes them ideal for data backup strategies where backup tape rotation can simplify backup version management due to the small size of the storage device.
Hybridized Document Storage
Another storage strategy is to combine off-site storage with a DMS system or cloud storage. This hybrid solution allows for both physical storage for the paper files you rarely use, and digital storage for the documents you use frequently.
Off-site Storage
By storing documents that would otherwise go untouched if scanned and added to a DMS, off-site storage can help to save on scanning costs as well as the space needed to store paper files.
DMS and Cloud Storage
Using a DMS or cloud storage system can help to manage what you use frequently. Additionally, you can streamline your work efficiency and save money, save space, and take advantage of other digital storage tools.
Developing a Document Storage Strategy
To develop a document management strategy, including the best storage methods for your organization, you first need to evaluate your own document storage needs. Consider the following questions as you map out your plan to improve your recordkeeping.
- Do you want to maintain physical files, or do you want to go fully digital? Do you need a hybrid approach?
- How many people are normally using the documents you store? Do you need wide access or limited permissions?
- Are there documents you don’t use and only keep for retention requirements? How complex are your retention requirements?
- Do you have secure backup copies of your documents? Does your document storage system need to have automatic backup functionality?
Secure Document Storage With Record Nations
Record Nations has document storage providers across the United States. We can also help you with document scanning, destruction, or more complex document management systems.
To let us help you find a provider for your scanning or storage project, fill out our form, give us a call at (866) 385-3706, or contact us directly through our live chat. Afterwards, you’ll receive a free, no-obligation quotes from services near you.
