Hesperia Document Storage
How much time and effort do your employees spend on document storage and searching for or retrieving documents? Do you have a policy for how long your office keeps documents? Do you know how much time it takes to find a specific file in your office? What do you do when you find a file? You probably haven’t thought much about these questions.
Record Nations Hesperia will link you with document storage providers to help you design a sensibly-priced process to safely store your physical and digital files. In California, the Rules of Professional Conduct recommend that attorneys retain client files for five (5) years in civil cases, for the life of the client in a criminal case, and 15 years in estate or trust law.
Healthcare providers have to retain patients’ medical records for at least seven (7) years after the last patient visit. That’s a lot of office space devoted to paper files. And space is money, especially when it’s not generating income.
Document Storage Options
You’ll be amazed at how much more usable office space you’ll have after you remove your paper files and file cabinets to a secure environment away from your workplace. Record Nations’ network partner facilities can protect your files in case of disaster; they’re monitored around the clock, and have temperature controls to protect paper from degrading. You can retrieve your documents whenever you need them.
- Cloud Storage and Services
Cloud storage lets you remotely access your business records whether the physical files are stored securely offsite, or even if they are still in your office. You’ll have unlimited storage capacity for digital files plus added protection including encryption and two-factor authorization.
- Document Management System Software (DMS)
Document management systems (DMS) use advanced software to automate document management. The system will manage document retention schedules and organize direct documents.
To start the storage process, you’ll need to do the following:
- Estimate how many documents you’ll need to store away from the office, including any that are oversized or have special storage requirements. Decide if you will need scanning or document destruction too.
- Call Record Nations to get free estimates on services from storage providers in Hesperia or San Bernardino County.
- Choose your new provider and schedule when work will begin to get your documents into secure storage.
Call Record Nations Today!
