Picking an offsite storage facility for long-term document storage can be overwhelming. However, there are steps you can follow and questions you can ask to ensure you are picking the right long-term storage facility.
A long-term storage facility should provide you with easy and convenient access. Consider the importance of the following; cost, accessibility, and security. Then, choose a facility that best fits what you’re looking for.
To prepare your documents for long-term storage, you will want to optimize your document and record storage system. If you do not have a document management program in place, it is time to organize! The easiest way to store files and keep track of everything is to lay out a clearly defined plan for your own company.
Optimizing Your Document Storage System
- Clearly define your document and records
- Get organized – and on schedule
- Purge unimportant documents
Once you prepare your files for long-term document storage, most companies will deliver boxes to your company for you to fill with your files. Most files are organized by year, date, and alphabetical order. It is also important to keep a record retention program and keep this in mind when relocating your files.
The best way to keep track of important documents is to have the retention date stamped on every document. Then, if possible, store all the documents with the same retention schedule in the same box. This makes document destruction easier to organize. Once these boxes are full, the company will pick them up and transport them to the secure facility of your choosing.
Once the documents are at the long-term storage facility, you can make retrieval requests. You should discuss the timing and means of the request in the written contract with the service provider. However, most offsite storage providers offer 24/7 retrieval.
Find the Best Storage Solution for Your Business Today!
Information governance is an ever-changing field as federal and state laws require more retention and faster discovery. Our experts will help you maintain your document storage needs regardless of format. We can help you manage your hard-copy documents and even guide you through the transition to a paperless office.
Record Nations has been providing document management solutions for over a decade. Let us help you find the right document storage solution for your business. To get started, fill out the form, use the live chat, or give us a call at (866) 385-3706. Within minutes, you’ll have several companies in your area to choose from.