Some might picture a document storage service as just a place to store old file boxes. But the value extends beyond just freeing up extra space. Many business documents have specific retention requirements, and those can be difficult to monitor and track.
At storage facilities, your documents are boxed up and labeled with barcodes. These barcodes provide a way to securely monitor your records and track them by retention time, which helps with chain of custody maintenance.
Read on, or watch the video at the end of this post, to find out how record retention can be simplified with an off-site storage service.
Build Retention Requirements Into the Storage Process
Record retention requirements are often interwoven with document storage by taking a few extra steps during the storage process.
- As you collect documents and fill up boxes, start by organizing file boxes based on their retention requirements.
- When your boxes are professionally stored, they’re labeled with a barcode that can be used to group boxes and help providers set up a retention schedule for your documents.
- While in storage, you can use web portals to monitor your file inventory and check on or set up retention schedules. You can also receive notifications when you’re reaching the end of retention times.
- Once retention times are up and you’ve given your approval, old documents can be shredded by the storage provider using an in-house industrial shredder or a partner shredding provider. For assurance of secure shredding, formal certificates of destruction are also provided.
Documents Organized by Retention Requirements
Before a professional picks up your documents, separate and organize the different boxes of records based on retention requirements. Categorizing your boxes of documents ahead of time not only helps to simplify setting up retention, but also ensures files aren’t accidentally stored at storage facilities for too long.
Barcode Labels to Track Retention
Barcode labeling systems are used by storage professionals to track document boxes, allowing you to simplify monitoring retention periods. By using barcode tracking systems, providers can create and offer access to web portals where you can view and manage your document inventory.
Web Portals to Monitor Retention
A primary benefit of having barcode labels is the ability to access a web-based user portal to track document boxes and their retention times. Web portal benefits often include:
- Ability to view and manage full document inventory
- Barcode indexing and tracking for retention periods
- Notifications for upcoming retention dates
With this up-to-date information at your fingertips, you can monitor your documents more easily as they near the end of their required retention period. This is especially helpful for highly regulated industries with strict document storage guidelines, like government and insurance.
Managing Expired Retention Schedules
After document retention periods expire, storage providers can also handle shredding your expired files using an on-site industrial shredder or a partner provider.
To ensure documents are securely shredded, certificates of destruction are provided and kept on file so you can see where, when, and what was shredded. This provides proof of legal compliance as well, if it’s necessary.
Simplify Document Retention With Record Nations
Are you ready to simplify the document retention process for your company? With Record Nations, you can rely on our trusted network of document scanning, storage, and destruction professionals to find proven solutions that streamline retention while keeping your business records secure.
To get started with free, no-obligation quotes on off-site document storage services, fill out the form on the right or give us a call at (866) 385-3706.
