Choosing Records Storage: Questions to Ask Your Provider

In the never-ending quest to optimize the way you run your business, managing your paperwork is one of the most important yet frustrating tasks. While records storage services can help offload most of your storage needs, you may find yourself not knowing where to start when looking for a provider that can meet your business’ needs.

In this week’s video, we help you develop an auditing process with a list of questions that you should be thinking about in the search for a records storage service. By knowing exactly what to look for, you will be empowered to make the best decision in managing your records and documents.

Video Transcription

How Much Will My Storage Cost Me?

Before starting any type of project, the first questions usually is the price.

On average records storage costs 50-95 cents per box per month.

Besides cost though, it’s also important to keep other facility details in mind and have all your questions answered while making a decision.

Other Questions to Ask

  • How are records boxes tracked?
  • How fast can records be located and retrieved?
  • What if there’s an emergency and I need records immediately?
  • What security measures are used to protect my records?
  • What happens when I don’t need to store my records anymore?

 

Barcode Tracking

Barcodes are the answer to how boxes are tracked, managed, and organized.

As they’re stored they’re marked with a barcode label, helping providers to track the location of each individual box.

Barcode Tracking Uses and Advantages

  • Barcodes can be used to quickly locate boxes when records are requested for retrieval
  • For records retention designated boxes can be marked and have their individual retention time tracked by the barcode system
  • Barcodes are scanned at touchpoints while the boxes are transported and stored at the facility, creating a comprehensive audit trail

 

Retrieval Speed

When you do not use stored records, it’s important you can access them quickly.

Most records storage facilities provide next or same-day delivery, and in some cases records can also be scanned and returned in electronic format.

Emergency Retrieval

While it’s easy to call and request records for retrieval, there are also unanticipated emergencies to account for.

For records storage facilities the solution is priority or emergency retrieval services, which can get your records to you in a matter of hours.

 

Storage Securities

Besides location and retrieval, it’s also important to consider records security.

At offsite storage facilities, multiple safeguards are used to protect from both environmental and criminal hazards.

Safety Measures

Environment Criminal
Climate-controlled systems are used in storage areas to regulate temperature and humidity Offsite facilities often use multi-layered protections using perimeter, entry, and interior security
Fire suppression systems are also installed for emergencies External and internal video monitoring is used, and some also employ biometric access systems

Records Disposal

When records expire, storage facilities can help with disposing unneeded documents.

Most facilities will either use an industrial shredder that’s kept onsite or instead partner with a shredding provider to handle old records.

 

All Questions Answered?

If you have all your storage questions checked off the list and are ready to start a storage project, fill out the form on the right or give us a call at (866) 385-3706.

In just minutes, you’ll be speaking with a live expert that can connect you with storage and shredding solutions in your area.