Is your home or office stuck in records limbo? Do you have a room, or worse, rooms dedicated to stacks and stacks of paper documents or other improperly stored records? Getting started on a records storage plan doesn’t have to be a daunting task, and moving your data assets off-site could yield some real savings and efficiencies for your business, without adding employees or new office space.
Where do you start? Determining what your immediate needs are is the best way to figure out your records storage options. One of the first decisions is whether to move your records to a secure, environmentally-protected facility or to organize your records on-site, stored in indexed containers designed specifically for document storage.
One of the key factors in moving records off-site is access. Do your employees frequently retrieve and review these documents? If so, then on-site records storage would probably be the best choice for your business. If these are historical records or documents maintained for legal reasons, storing them off-site will not only protect them from theft or natural disaster, but the space formerly used for storage can be opened up for more productive uses.
The other key component of records storage is the reporting and indexing features available. Storing boxes of documents is a good start, but knowing where to find key documents when you need them is critical to doing business. The records management functions of records storage can offer customized reports on where documents are located, who in your organization has accessed them, and whether the documents can be securely and legally destroyed.
Take the time to carefully consider your records storage needs. Consulting with a records management professional can show you what makes the most sense for your business.