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Keeping up with your business information can be a challenge. So, it’s not surprising that we’re often asked questions about protection and preservation of documents. In this blog, we share the answers to those questions.
Q: Why should I store my document offsite?
A: Most office settings and self-storage units don’t protect your records from water and fire damage or security risks. A records center is designed only for the storage and preservation of paper documents. It features the following protection features:
- High-level security and video surveillance systems
- Motion and intrusion detection sensors
- Temperature control monitoring systems
- Fire detection and mitigation technology
Unlike a self-storage facility or warehouse, at a records center you only pay for the space you use. As a result, offsite records storage is the most cost-effective solution for protecting your information long term.
Q: Do I need to organize my boxes before storing them offsite?
A: A records storage company can inventory and index your boxes. Trained records management professionals can even organize files within a box. They add your inventory to an advanced software tracking system. A secure web portal allows authorized users in your organization to view and manage your inventory and offers comprehensive reporting on information access and usage.
Q: My business is regulated. How does offsite records storage help me stay compliant?
A: Storing your records in a records center mitigates the risk of data leaks and unauthorized access to sensitive information. Every box or file receives a unique barcode and is scanned at every point during delivery and return, so you have a complete audit trail for your retention inventory. A team of records management professional ensures your business complies with the following laws:
- Health Insurance Portability and Accountability Act (HIPAA)
- The Sarbanes-Oxley Act
- Fair and Accurate Credit Transaction Act (FACTA)
- The Gramm-Leach-Bliley Act
Q: How do I choose the right offsite records storage company?
A: Ask for client references to verify a potential provider’s reputation and capabilities. Remember, offsite records storage is a critical component of a corporate information management program, but it’s only one important piece. Services such as offsite media storage, document scanning, and shredding and destruction work in conjunction with records storage to ensure the security and accessibility of your information. An offsite records storage provider who offers these services gives your company a turnkey information management solution.
For more information on offsite record storage and information management, please call us at 509-586-6090 or complete the form on this page.
CI Information Management provides full-service records and information management in the Tri-Cities, the Yakima Valley, Walla Walla, Hermiston, OR, Moses Lake, Wenatchee, and nearly everywhere in between.