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The Top Benefits of Offsite Records Storage

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Few workplaces can keep up with an ever-expanding collection of paper records. As a result, many organizations store documents anywhere they can, including closets, hallways, storerooms, and basements. While these areas may offer a temporary fix, in the long run they put your confidential information and entire organization at risk. In this blog, we explain the benefits of offsite records storage.

Saved Time

The less time your employees spend searching for files, the more productive your company is. An offsite records storage service offers professional management of your documents. A team of records managers can make sure your files are indexed and organized, and available when you need them.

You can request delivery of your records 24/7 with the click of your mouse. On-call records management personnel are available for rush, after-hours, and even holiday deliveries. They can even scan your requested files so you can download them digitally to your device.

Enhanced Disaster Recovery

Climate change makes your business susceptible to catastrophes. Offices and self-storage units are not designed to protect paper records from fires, floods, and natural disasters. Offsite document storage in a records center offers an added layer of protection for important documents and essential business files. A records center offers state-of-the-art climate control monitoring, racking systems, fire detection technology and vermin mitigation that safeguards and preserves your documents long term.

Improved Document Security

Privacy breaches are not limited to external threats. Identity theft and business fraud also happen internally. A records center eliminates unauthorized access to paper documents with the following technologies:

  • Security and video surveillance systems
  • Motion and intrusion detection sensors
  • Customized access controls so only authorized personnel can retrieve specific files
  • Advanced systems to track the usage and access of your document inventory

None of these features are available when storing records on-site at your business. Anyone with access to the file storage area can look in any box or file, leaving you vulnerable to a data breach.

Bolstered Compliance

The following regulations require that businesses and organizations safeguard the privacy of their patients, customers, and employees:

  • Health Insurance Portability and Accountability Act (HIPAA)
  • The Sarbanes-Oxley Act (SOXA)
  • Fair and Accurate Credit Transaction Act (FACTA)
  • The Gramm-Leach-Bliley Act (GLBA)

Risky document storage practices put personally identifiable information (PII) and protected health information (PHI) at risk and increases your company’s non-compliance exposure. Partnering with an offsite records storage provider reduces privacy breach risks and helps your company comply with state and federal laws.

CI Information Management provides full-service records and information management throughout most of Southeastern and Central Washington state and Northeastern Oregon.

For more information about our records storage services, please call us at 509-586-6090 or complete the form on this page.