Document storage and data storage is an important part of many companies and people’s professional lives. It is used when it is necessary to store physical copies of certain documents, which may range from financial documents to health and safety records. Typically, a company will use an outside storage facility because it offers greater security and reliability as well as additional services like document scanning and shredding.
Security should be one of the first things you consider when choosing a storage facility. Whether it is your own financial records or data relating your customers, it is your responsibility to ensure that this information is stored securely. Not only do you face the risk of financial loss but you could endure a major loss of reputation if data were to go missing while in your charge. Reputation can be very difficult to recoup, perhaps more so than some financial loss.
The facility should be secure and safe. It should have security processes implemented that will help protect against theft, as well as processes that are designed to protect against loss. Natural disasters, fires, and other disasters may befall your business premises and these could lead to the loss of documents if stored on-site. Using an off-site storage facility means that you will enjoy greater protection for these items.
You should be able to access the documents that you store quickly and easily. Generally, your items will be stored in boxes or other containers and you will be given more specific details of where different documents are. You can then provide this information so that you will be able to quickly and easily access the information that you require and that is stored within the facility that you choose. Documents may be delivered to your premises or you may be able to collect them yourself.
You may also want to consider whether the service that you use offers additional data and document storage and handling. If you want an electronic version of the files stored for later use then document scanning can prove very beneficial. Document shredding is a secure method of getting rid of old paper documents and this too can be offered by some data handling companies.