Milpitas Document Storage
Your staff spends a lot of time and effort on document storage and looking for or retrieving documents. You need to have a policy for how long your office keeps documents. If you don’t, Record Nations Milpitas can help with that.
Record Nations Milpitas will connect you with document storage companies who can help structure an affordable process to securely 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 must store patients’ medical records for at least seven (7) years after the last patient encounter. Old paper files can take up lots of square footage in an office. You’re paying for that space but it’s not generating any income.
All of the paper in your office can take up a lot of valuable and costly square footage!
Document Storage Options
Physical Document Storage is when you take your paper files and file cabinets to a secure environment away from your workplace. You’ll have extra square footage to improve working conditions or add a new service. In case of disaster, Record Nations’ network partner facilities can safeguard your files. They’ll be monitored 24/7 and temperature controls can 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. The physical files may be stored securely away from your office, or you may choose to keep them right where they are. You’ll have unlimited storage capacity for digital files plus added protection including encryption and two-factor authentication.
- 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 Milpitas or Santa Clara County.
- Choose your new provider and schedule when work will begin to get your documents into secure storage.
Call Record Nations Today!
