File Storage Facilities: What You Need to Know

As you consider your choices for where and how you store your business files, try to imagine the legal and financial consequences of having your confidential information stolen, mismanaged or damaged. In this blog post, we discuss what you need to know about file storage facilities that will help you protect your business.

Quality Counts

Warehouses and self-storage units aren’t ideal for storing business files. They offer little in the way of protection from mold, pests, and water damage. Unlike a record centre, which is dedicated specifically for the storage and preservation of paper files, self-storage facilities and warehouses also store non-paper items which may be leaky, flammable, and/or combustible. This makes storing your items in these facilities risky.

Security Matters

Self-storage units offer little in the way of physical security. Typically, only a padlock protects your files from the outside world. In an age of identity theft and business fraud, is a padlock really enough, or do you want unparalleled security for your information? An off-site file storage solution helps keep your files safe from internal and external risks. They’re stored in a record centre built purposely for the long-term storage, security and preservation of paper records, with features including:

  • 24-hour internal staffing
  • entry access controls
  • monitored security systems
  • fire detection and suppression technology
  • secure loading and unloading areas

Each record and box is barcoded, entered into a tracking database, and managed by background-screened records management professionals so your sensitive information is restricted to select individuals.

Solid Record-Keeping Practices Are Key

When you rent a self-storage unit, you’re only paying for space. For compliance and privacy protection, you need more than space—you need the ability to manage your information from creation to destruction. A file storage service helps foster solid recordkeeping practices. You have access to a qualified specialist who creates a retention schedule that helps your organisation meet legal and regulatory compliance requirements. During storage, a specially-designed system tracks your records throughout their retention lifecycle for maximum efficiency.

Value Beats Cost

When choosing a storage service, cost is a factor, but so is value. You may pay a few pounds less to store your documents, but you won’t receive access to a full range of file management services that include:

  • retention management
  • disaster protection
  • records management consulting
  • file shredding

The value of storage goes beyond locking your documents behind a door. Choose a document storage solution that supports your organisation’s full range of legal requirements, document management and information access needs.

Remember, all file storage facilities aren’t equal. Keep the factors we’ve mentioned here in mind when choosing where to store your business documents.

Archive Document Data Storage (ADDS) provides records and information management solutions for businesses throughout London, Bristol, Bath, and Swindon. For more information, please contact us by phone or complete the form on this page.

Natasha Rawley The File Queen: Expert in Record & Information Management, LPM Columnist.

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