Behind the Scenes of a Records Storage Service
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You have choices about where you store your business documents, but not all options are equal. In this blog, we offer an insider view of a records storage service.
In a world filled with identity theft and business fraud threats, you can never be too careful with your information. A records storage service ensures your documents stay confidential and safe. They’re stored in a state-of-the-art records center equipped with advanced security technology, including:
- Secured entry doors
- Interior and exterior surveillance cameras
- Motion and intrusion detection systems
Access to a records center is limited to approved, background-screened records management personnel. It’s a secure, comprehensive storage solution for your hard copy documents and files.
Racking and Stacking
As soon as your documents are transferred to a records center, they are handled with the utmost care to ensure long-term preservation. Your boxes are stored on high-density document storage shelves with specialized stacking techniques to prevent your files from being damaged or destroyed. High-quality, heavy-duty records storage boxes can even be purchased from your records storage provider.
A records storage service helps you control and manage your information throughout the retention lifecycle. Your documents are bar coded and tracked with document management software. Your records inventory can be professionally indexed, allowing you to monitor your retention schedules, produce retention reports, and receive reminders on final disposition dates with an easy-to-use client web portal.
Retrieval and Delivery
Efficient information access is a cornerstone of a successful business. A records storage service makes sure you have your documents when you need them. Your records inventory is available to you 24/7/365. Whether it’s after hours, on a weekend or holiday, you can have documents delivered in a GPS-tracked, alarmed vehicle in as little as a few hours. Requests can be made by phone, fax, or through a secure web portal. You can even have your documents scanned and sent digitally using your provider’s Scan on Demand solution.
Choosing the right records storage solution gives you access to more than document storage. A qualified records storage provider can convert your paper records to digital images with a scanning service, store and manage your backup tapes, and offer scheduled shredding of unwanted paper records. It’s a complete information management solution for your business.
As you can see, storing your records with an offsite records storage facility is just smart business.
CI Information Management provides records storage and information management services to businesses in Tri-Cities, Yakima Valley, Walla Walla, Hermiston, OR, Moses Lake, Wenatchee, and nearly everywhere in between.