Secure Off-Site Document and Records Storage

When choosing a document storage system, you will need to consider factors such as your organization’s size, the types of documents you need to store, your budget, and the specific features you require. We can walk you through the process and help you figure out which option is best for you.

When you submit a quote request or give us a call, we can help match you to a provider within just a few minutes. Our process is quick and efficient! You can expect us to ask a few questions regarding your needs and specific location, and we will work our magic to see what provider best fits your needs. Usually, you will receive quotes from our recommended providers within a few minutes to a few hours. They will provider you with exact quotes on your project.

Records storage facilities can accommodate a wide range of records, including legal documents, medical records, financial records, personnel files, and more.

Yes, many of our partner document scanning and records storage providers offer remote access solutions, such as cloud-based platforms or secure online portals, for convenient document retrieval.

1. You pack your documents into boxes, sorting them by department, purpose, and retention periods.

2. Contact Record Nations at (866) 385-3706 or fill out the form. We will connect you with multiple providers in your area to get you free quotes on your project.

3. Choose the provider that best meets your budget. They will come to your location to pick your documents up and transport them to a secure, off-site facility.

4. At the facility, the documents will be indexed and stored based on your guidelines. If you choose to have digital access, they will also be scanned and uploaded to a document management system.

5. New documents can be incorporated as needed, and documents past their retention period are destroyed.

Our service provider’s off-site facilities come equipped with 24/7 monitoring and guarded perimeters as well as fire-suppressant systems and climate controls to protect from environmental disasters. In addition, all of our service providers comply with all state and federal privacy regulations.

Our service providers can provide 24/7 access and retrieval for stored files. Most files can be returned within the same or the next business day, but most providers will also offer emergency retrieval services.

Inquire with your service provider about any remote access, online portals, or other means of accessing your stored documents.

Typically, document storage services costs anywhere from 50-95 cents per box per month. However, the price will depend on the number of boxes you have, any prep work, indexing, additional security measures, retrieval options, and any more special requests.

When your documents are past their retention date or if you no longer need them, the storage facility has its secure shredder and will shred your documents themselves. Or, they partner with a secure shredding service to destroy your documents.

Confirm with your service provider that they provide document scanning services. If not, we can connect you with another service provider who can help you with scanning.

Our storage providers can store and/or scan and store any type of document including paper documents, current digital files, oversized documents, medical records, legal records, and more.

1. Sort and Organize: Before storing your documents off-site, sort them into categories based on their type, date, or other relevant criteria. Organizing your documents beforehand will make it easier to access them later.

2. Remove Unnecessary Items: Take this opportunity to purge any documents that are no longer needed or relevant. Dispose of outdated records following your organization’s document retention policies and regulations.

3. Boxing: Place the sorted documents into sturdy, archival-quality boxes or containers. Use appropriate-sized boxes to prevent overfilling and potential damage.

4. Labeling: Clearly label each box with information such as the contents, date range, and any other relevant identifiers. This will make it easier to locate specific documents when needed.

5. Inventory: Create a detailed inventory list of all the boxes or containers being sent to off-site storage. Include box numbers, contents, and any other relevant information to track the documents.

6. Protective Measures: Consider using archival-quality folders, sleeves, or envelopes to protect individual documents within the boxes. This can help prevent damage from handling, moisture, or environmental factors.

Cloud storage refers to the online storage of data on remote servers accessed via the Internet. Instead of storing files and data on a local hard drive or physical storage device, users can upload their files to a cloud storage service provider’s servers. These files are then securely stored and can be accessed from any device with an internet connection.

1. First you’ll need to organize and index your records by their type and retention period, as this will help with the setup of the document management system later in the process. 

2. Give Record Nations a call at (866) 385-3706 or fill out the form to receive free quotes from service providers in your area.

3. Choose the provider that best fits your needs and budget.

4. Your documents and data will be scanned with OCR technology, making them editable and accessible on the cloud. 

5. Once your documents finish uploading, they’ll be organized into a document management system based on the parameters you outline. 

6. New documents will be scanned and uploaded, and documents past their retention period or usefulness will be removed.

Cloud storage security measures you should look for include:

1. Data Encryption

2. Redundancy and Data Backups

3. Access Controls

4. Monitoring and Auditing

5. Disaster Recovery

6. Updates and Security Patches

7. Collaboration and Remote Access

8. Compliance with State and Federal Privacy Regulations

With cloud storage, you pay for what resources you use. If you need more space, you will only be charged for the space you’re using. Additionally, you can cut back on your storage per your needs. Your service provider will be able to give you an accurate quote based on your needs.

There are 4 main types of cloud storage you can choose from:

1. Public Cloud: Best for businesses and individuals that need to quickly and affordably set up centralized data.

2. Private Cloud: Best for large companies that manage confidential data.

3. Hybrid Cloud: Best for disaster recovery planning and data archiving.

4. Community Cloud: Best for the finance, government, healthcare, research, and education industries since they face strict privacy regulations.

Before choosing a provider, you should also evaluate the support options they provide. Look into SLAs to understand the guaranteed level of service, including response times for support issues. Ensure they offer 24/7 support and read any reviews and ratings you can find online.

You can access the files in your cloud storage from anywhere with Wi-Fi.

While cloud storage offers many benefits, certain types of data may not be suitable for storage in the cloud due to privacy, security, or regulatory concerns. Here are some examples of data you should avoid storing in the cloud:

1. Sensitive Personal Information: Avoid storing highly sensitive personal information such as social security numbers, government-issued IDs, or financial account numbers unless necessary. This type of data is attractive to cybercriminals and could pose a significant security risk if compromised.

2. Confidential Business Data: Business-critical information such as trade secrets, intellectual property, or proprietary data may be subject to confidentiality agreements or regulatory requirements. Storing this data in the cloud could increase the risk of unauthorized access or data breaches.

3. Regulated Data: Certain types of data are subject to strict regulatory requirements, such as healthcare data protected by HIPAA or financial data protected by PCI-DSS. Ensure compliance with relevant regulations before storing regulated data in the cloud, as not all cloud providers may offer suitable compliance measures.

4. Illegal Content: It goes without saying but storing illegal content such as pirated software, copyrighted material without proper authorization, or any content that violates laws or regulations is prohibited and could lead to legal consequences.

5. Encryption Keys: While storing encrypted data in the cloud is generally secure, storing encryption keys alongside the encrypted data poses a security risk. If encryption keys are compromised, attackers could potentially decrypt sensitive information stored in the cloud.

6. Temporary or Unnecessary Data: Avoid storing unnecessary or temporary data in the cloud, as it can increase storage costs and potential security risks. Regularly review and delete files that are no longer needed to minimize the amount of data stored in the cloud.

Storing data in the cloud can be highly beneficial for various types of information, offering accessibility, scalability, and security features. Here are some examples of data that are suitable for storage in the cloud:

1. Non-sensitive Personal Files: Documents, photos, videos, and other non-sensitive personal files are ideal for cloud storage. Cloud services offer convenient access from multiple devices, making it easy to access and share files with family and friends.

2. Collaborative Work Files: Files used for collaborative work such as documents, spreadsheets, and presentations are well-suited for cloud storage. Cloud platforms often include features for real-time collaboration, allowing multiple users to edit and collaborate on files simultaneously.

3. Backup and Disaster Recovery: Cloud storage is an excellent solution for backing up important data, including system backups, application data, and critical business files. Cloud backup solutions offer redundancy and data durability, ensuring that data is protected against hardware failures, natural disasters, or other unexpected events.

4. Archival Data: Data that needs to be retained for long-term storage, such as historical records, archives, or legal documents, can be safely stored in the cloud. Cloud storage providers offer cost-effective archival storage options with features for data retention and lifecycle management.

5. Development and Testing Environments: Developers often use cloud storage for storing code repositories, development environments, and testing data. Cloud platforms provide scalable infrastructure and integration with development tools, making it easy to deploy and manage development and testing environments in the cloud.

6. Web Hosting and Content Delivery: Websites, web applications, and multimedia content can be hosted in the cloud for scalability and performance. Cloud hosting services offer scalable infrastructure, content delivery networks (CDNs), and security features to ensure reliable and secure hosting of web content.

7. IoT Data and Sensor Data: Internet of Things (IoT) devices generate vast amounts of data that can be stored and analyzed in the cloud. Cloud platforms offer services for ingesting, processing, and analyzing IoT data, enabling organizations to derive insights and make data-driven decisions.

With top-of-the-line encryption and accessibility protocols, any cloud service or DMS software through Record Nations provides a secure digital solution for your data.

1. Gather and organize your tapes and/or microform that you are ready to store.

2. Give Record Nations a call at (866) 385-3706 or fill out our form to receive free quotes on your storage project from our secure and reliable partners. Pick the provider that best fits your needs. 

3. The service provider you choose will come to your location to pick up your tapes or micromedia to transport them to an off-site facility. Your media will be kept in a secure, climate-controlled facility to preserve your data from both physical and cyber threats. 

4. Your tapes will be rotated regularly so they will not damage over time. If you need any of your data, your storage facility will deliver them to your location.

Our service providers follow all state and federal regulations regarding data privacy. In addition, their off-site storage facilities have 24/7 on-premise security as well as climate controls to protect your microfilm and tapes from environmental damage.

Our service providers offer 24/7 access and retrieval for stored microfilm and tapes. Most tapes and microfilm can be returned within the same or the next business day, but most providers will offer emergency retrieval services as well.

The price of your tape and microfilm storage project will depend on how many you have, security features, retrieval services, and any other special requests you require. Your service provider will give you a more accurate quote after telling us about your project.

Yes, we have service providers who can also scan your microfilm so you can access them digitally. Just let us know if you require this service as well.

Our service providers’ off-site facilities are equipped to handle back-up tapes, DVDs, CDs, and magnetic tapes.

Businesses often use tape storage for long-term archival purposes, especially for data that is infrequently accessed but still needs to be retained for compliance, legal, or historical reasons. Here are some examples of documents and data that businesses may store on tapes:

• Backup Data

• Financial Records

• Legal Documents

• Medical Records

• Historical Data

• Research Data

• Compliance Data

Tape vaulting is a data storage strategy used by businesses to securely store backup tapes or other media offsite in a dedicated facility known as a “vault.” The primary purpose of tape vaulting is to provide an additional layer of protection for critical data by storing backup copies in a secure, remote location separate from the primary data center or production site.

1. Assess the volume and scope of your vaulting project. Evaluate the volume of data and materials that require secure storage. Consider the types of information you’ll be archiving, their criticality, and any regulatory or compliance requirements associated with them.

2. Call Record Nations at (866) 385-3706, live chat, or fill out the form for free, customized price estimates. Our experts are well-versed in understanding the intricacies of tape vaulting services and can guide you through the process.

3. Once you’ve reviewed your customized price estimates and are ready to proceed, the next step is to schedule the data and materials transfer. Our network of trusted local providers is equipped to handle the logistics of transporting your tapes to our secure facilities. You can choose a convenient time for the transfer that aligns with your operational needs.

4. The service provider you choose will safely and securely transport your tapes to their off-site facilities to be stored and rotated based on your tape needs. When your tapes are past their retention period, they will safely be removed and disposed of or returned to you if needed.

Our service providers’ off-site facilities include 24/7 security and monitoring, access controls, and environmental controls, such as climate controls and fire suppression. All of our service providers also comply with state and federal regulations regarding data privacy.

The price of your tape vaulting service will depend on the number of tapes you have, the extra security measures you require, and any other special requests. Your service provider will give you an accurate price quote when you contact us with the details of your project.

You will be able to request the retrieval of specific tapes in the event of a data loss, emergency, or other disaster. Our service providers offer 24/7 access and retrieval for your tapes. Tapes can be returned within the same day or the next business day, and most providers will also offer emergency retrieval services.

Yes, rotation is included with your tape vaulting service. Your tapes will be rotated and backed up regularly based on your needs.

Businesses often use tape storage for long-term archival purposes, especially for data that is infrequently accessed but still needs to be retained for compliance, legal, or historical reasons. Here are some examples of documents and data that businesses may store on tapes:

• Backup Data

• Financial Records

• Legal Documents

• Medical Records

• Historical Data

• Research Data

• Compliance Data

Our service providers’ vaults are equipped to handle backup tapes, DVDs, CDs, and magnetic tapes.

Tape rotation is a data backup strategy used by businesses to manage the lifecycle of backup tapes and ensure that multiple copies of data are stored at different points in time. The primary goal of tape rotation is to provide redundancy and protection against data loss by creating and maintaining multiple backup copies stored on different tapes.

Backup tapes come in various formats and technologies, each with its own characteristics, advantages, and limitations. Here are some of the most common types of backup tapes:

• Linear Tape-Open (LTO): LTO is one of the most widely used tape formats for data backup and archiving. It offers high-capacity storage and fast data transfer rates, making it suitable for large-scale backup and recovery operations. LTO tapes come in different generations (e.g., LTO-7, LTO-8), with each generation offering increased storage capacity and performance.

• Digital Linear Tape (DLT): DLT is another popular tape format known for its reliability and durability. DLT tapes offer high-capacity storage and fast data transfer rates, making them suitable for backup and archiving applications in enterprise environments. DLT tapes are available in various capacities and generations (e.g., DLT-S4, DLT-S5).

• Advanced Intelligent Tape (AIT): AIT is a proprietary tape format developed by Sony for data backup and storage. AIT tapes offer high-capacity storage, high-speed data transfer, and robust error correction capabilities. AIT tapes are available in different capacities and generations (e.g., AIT-4, AIT-5).

• Digital Audio Tape (DAT): DAT is a tape format originally designed for audio recording but later adapted for data storage applications. DAT tapes offer relatively low capacities compared to other tape formats but are still used for small-scale backup and archival purposes in some environments.

• Linear Tape File System (LTFS): LTFS is not a specific tape format but rather a file system format that enables tape storage to be used in a similar way to disk storage. LTFS allows users to access and manage files on tape using standard file operations, making it easier to use tape storage for backup, archiving, and data interchange.

1. Inventory the type and volume of services that you require. If you are unsure, we can help you estimate!

2. Call Record Nations at (866) 385-3706 or fill out the form to get free, customized quotes on local services for backup tape rotation and vaulting.

3. Choose the service provider that best meets your needs and budget. They will pick up your tapes and transport them to a secure off-site facility.

4. Your service provider will securely maintain, monitor, and adjust your tapes regularly to ensure they are correctly backed up.

There are multiple options when it comes to the frequency of rotation schedules:

1. FIFO (first-in, first-out): This takes the current copy of the data and saves it over the oldest data tape.

2. Grandfather-Father-Son: The son tapes are backed up every day, the father tapes are backed up every week, and the grandfather tapes are backed up monthly.

3. Hanoi: The first set of tapes backs up every other day, the second setbacks up every fourth day, and the third setbacks up every eighth day.

Our service provider’s storage facilities come equipped with 24/7 monitoring and security, climate controls, fire suppression, and restricted access to protect your tapes from environmental and security risks. Additionally, our service providers follow all state and federal data privacy regulations.

The price of your tape rotation service depends on how many tapes you have, the cycle of rotation you require, and any other special requests. Your service provider will be able to give you a more accurate quote when you contact us.

For the most part, our service providers can provide 24/7 access and retrieval for your tapes. Most tapes can be returned within the same business day or the next business day, but most providers will offer emergency retrieval services as well.

Your rotation plan will be periodically reviewed and adjusted based on changes in your data landscape, regulatory requirements, or other factors. Review your tapes’ retention policies to determine when the tapes can be safely removed from the rotation.

A document management system (DMS) is a software solution designed to organize, store, manage, and track electronic documents and images of paper-based documents. It provides a centralized platform for capturing, storing, indexing, retrieving, and sharing documents within an organization.

Web-Based Systems

• Does not require self-implementation of a server system

• IT support and maintenance is available from provider

• Uses web browser from workstations to access local system

Cloud-Based Packages

• Operates using software run on host provider’s system

• Users access information via the internet after access is granted by the hosting provider

• Stored information and data is managed on the host’s servers rather than the user’s 

• Typically subscription-based

Client-Server Systems

• Does not require internet to access the system

• Gives more room to refine and develop a more sophisticated and powerful management system

• Uses a local network of workstations (clients) to access system information stored on a central computer (server)

Database Packages

• Integrated with an underlying database package like SQL or Oracle

• Combines DMS with the database, providing more robust connections

• Can require additional computing horsepower to accommodate the packaged system

A DMS offers a variety of features, and is not limited to:

1. Remote Access

2. OCR & Redaction

3. Access Controls

4. Version Controls

5. File Indexing and Search Functionalities

6. Data Encryption

1. Contact Record Nations at (866) 385-3706 or fill out the form to start receiving free quotes on a DMS service from providers in your area.

2. Choose the provider that best fits your budget and requirements.

3. If you need scanning, your service provider will pick your documents up and scan them for you.

4. Your service provider will implement your scanned documents into your new DMS. They will be indexed and organized in the way you choose. If you already have an existing system, they will help you integrate your documents to your new document management software.

5. Stay informed about updates and new features provided by the service provider. Regularly update the system and perform maintenance tasks to ensure optimal performance.

You can manage any type of document you can scan in your software. From regular paper documents to blueprints to historical documents. You can scan, edit, and manage any type of document you need.

The type of DMS you choose will be based on your needs. We offer both cloud-based and on-premise options.

Document management software offers a variety of security features. To protect from internal threats, you can enable access controls. To protect from external threats, you can enable encryption and firewalls. In addition, our service providers follow all state and federal privacy regulations.

Yes. You can index your files based on the retention date and your document management software will automatically erase the file when the retention period is up. However, to fully protect your data, once your device is past its useful life, use hard drive destruction services. These will ensure the data is completely unrecoverable.

The price of your DMS project will depend on several factors including if you need to scan your documents, integration with an old system, security features, and more. Your service provider will be able to provide you with an accurate price after you tell them your needs.

When you submit a quote request or give us a call, we can help match you to a provider within just a few minutes. Our process is quick and efficient! You can expect us to ask a few questions regarding your needs and specific location, and we will work our magic to see what provider best fits your needs. Usually, you will receive quotes from our recommended providers within a few minutes to a few hours. They will provide you with exact quotes on your project.