Businesses today have enormous amounts of data for which they must account and manage.
This includes added equipment to handle all these electronic records or storage areas to accommodate paper records. Government record-retention requirements for tax and business purposes can make record retention a cumbersome and costly task.
Business IT departments have to add records management to the growing list of responsibilities when managing computer systems, networks, software and electronic documents—and while they understand cloud storage, paper records storage might be more difficult to manage.
So why do businesses need offsite records storage for their business? Here are some reasons why:
Offsite Records Storage Saves Space
Most businesses retain copies of paper documents for at least seven years, some as long as the business is old. When it comes to accommodating several years of documents on-site, the task is cumbersome and hard to manage.
Besides having to sort through paperwork manually, onsite record storage takes up valuable office space.
Hiring a company to come in and scan all of these documents into an electronic system is one way to offload onsite record storage; another is to choose an offsite storage facility where it may be cheaper to keep business records.
Increase Security by Storing Your Records Off Site
Most of the records a business must keep include proprietary and confidential information.
Onsite storage can create security problems and give access to these records to employees or people who should not have access.
By moving records to a document management system or offsite records storage, the only people who can gain access to these documents are those previously authorized to do so.
Besides the added security, offsite record storage also provides added protection against catastrophes and disasters that may occur.
Records Retrieval is Easy With These Time-Saving Search Features
Before sending your records to an offsite records storage facility, they are cataloged, categorized and imprinted with a bar code that identifies file contents.
This information is added to an office storage company’s database which makes it easy to search for needed records.
Instead of having to troll through countless file boxes to find archived or important documents, simple computer search features allow quick and easy access to documents.
Most documents can be retrieved within the same day or the day after a request is made.
Protect Against Natural Disasters
One of the most important features of using an offsite records storage facility or electronic document management company is the protection offered to businesses’ most important documents.
When catastrophe strikes in the form of earthquakes, weather problems, floods or other unforeseen disasters at your business location, important documents are kept safe and secure.
Most offsite storage companies plan for catastrophes and disasters to accommodate record storage.
Make Sure You Have A Disaster Recovery Plan
Businesses need to consider adding offsite storage for important computer backup programs. By moving important backups from the business location to an offsite storage facility, a fail-safe is in place in the event of a disaster.
It’s important for businesses to develop a disaster recovery plan that includes step-by-step priorities of re-establishing the business.
Often times a company can find online templates to help create a disaster recovery plan. To get a business up and running after such a disaster, having backups at a different location can speed the process along.
Compare Plans and Prices Before You Choose
The state and federal governments use offsite storage companies to archive important and historic documents. If the government uses these resources, it makes sense for business as well.
When considering an offsite record storage or electronic documents management company, check the reputation of the company. Review business references and ideally find a provider with proven records of accomplishment.