Newton Document Storage
Have you ever wondered how much time and effort your staff puts into document storage and retrieving documents? Is there a policy for how long you retain documents? How much time is spent, on average, looking for a specific file in your office? What do you do when you can’t find a file?
Record Nations Newton will link you with document storage professionals to help you decide on a storage process for your physical and digital files that is affordable and secure. In Massachusetts, physicians must retain an adult patient’s medical records for at least seven years from the last patient encounter. Lawyers have to keep client files for six years after termination of the representation.
All of that paper can take up a lot of square footage in your office for previous clients who are no longer producing income for your business.
Storage Options
After removing paper files and file cabinets away from your office to be held in a secure environment, you’ll be surprised at how much more square footage you have. Record Nations’ network partner facilities can safeguard your files in times of disaster; they’re monitored 24/7 and have temperature controls to protect paper from degrading. You can retrieve your documents whenever you need them.
- Cloud Storage and Services
Cloud storage gives you remote access to your business records while the physical files are stored securely offsite, or you could still choose to keep them in your office if you want to. 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 manages document retention schedules and organizes direct documents.
To start the storage process, you’ll need to do the following:
- Estimate how many documents are to be stored away from your 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 quotes on services from storage providers in Newton.
- Choose your new provider and schedule when work will start to get your documents into secure storage.
