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Are you struggling to keep up with your business documents? Is an inability to find paper files affecting your ability to make timely decisions? Here are 10 reasons you may need offsite records storage:
You spend countless hours each week searching for documents. Managing your records from an offsite records storage facility allows you to focus on your core business. A team of records management professionals can index your files, so you have an organized inventory of your records.
Complex regulatory requirements have made records storage a legal obligation for organizations. Poor storage practices increase your company’s liability exposure and make it susceptible to non-compliance fines and penalties. Partnering with a records storage provider helps you remain compliant with the following regulations:
- Health Insurance Portability and Accountability Act (HIPAA)
- The Sarbanes-Oxley Act
- Fair and Accurate Credit Transaction Act (FACTA)
- The Gramm-Leach-Bliley Act
3. Cost Efficiency
Storing documents in house is expensive. Offsite records storage eliminates overhead costs associated with using valuable office space for storing documents and paying your employees as they spend time rifling through boxes and file cabinets to find them.
4. Disaster Recovery
Disasters often strike with little or no warning. An offsite storage facility protects your records from floods, fires, and natural disasters at your facility so you know your information is protected.
5. Data Breach Prevention
Poor document storage practices can compromise the confidentiality of sensitive documents. Storing your files in an offsite records storage facility mitigates the risk of data breaches. A records center is equipped with following advanced security systems:
- High-level security and video surveillance
- Motion and intrusion detection sensors
- Secured entry doors
- Access limited to approved personnel
Access to the records center is only granted to background-screened records management professionals who have signed confidentiality agreements.
6. Information Accessibility
Successful companies depend on efficient access to their documents. An offsite records storage service ensures decision-makers in your company have the documents they need when they need them. On-call personnel is on standby for immediate response and delivery of your documents—even on holidays.
Running a successful business means staying on top of your information. With an offsite records storage service, you know where your documents are from storage, to transfer, to delivery. Every box or file has a unique barcode that’s scanned at every point during delivery and return, reducing the risk of files going missing.
8. Records Tracking
One of the most difficult challenges in records management is knowing what documents you have and where to find them. An offsite records storage service helps you control and manage your documents throughout their retention lifecycle. Your records are bar coded and tracked with specialized software. A secure web portal allows authorized users in your organization to view and manage your inventory and offers comprehensive reporting on your retention inventory’s access and usage.
9. Data Preservation
Over time, if not stored under the right conditions, high humidity levels, excessive dust and debris and pest infestation can lead to permanent destruction of the data contained in paper-based documents. An offsite records storage facility features the following to prevent your documents from being destroyed or lost using:
- Specially-designed, high-density document storage shelving
- Sturdy boxes
- Special stacking techniques
10. Peace of Mind
As a business owner, you don’t need one more thing to worry about. Outsourcing your records management and storage to a trusted offsite storage provider gives you peace of mind.
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.