Your Top 6 Document Storage Questions, Answered
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Not a day passes when we’re not asked a document storage question. It’s no surprise when you consider that most businesses are looking for a secure and affordable way to store and manage business records. We hope the answers to these questions help you choose the right document storage service for your business.
Q: What are the benefits of storing my documents offsite?
A: Offsite document storage offers several advantages. First, offsite document storage saves valuable space by allowing file cabinets and boxes to be eliminated from your office. Second, offsite document storage reduces administrative costs by streamlining your file tracking and retrieval processes and saving time and hassle. Finally, storing documents offsite prevents unauthorized access to your sensitive business information.
Q: Why not just store my documents in a self-storage facility?
A: A self-storage facility isn’t as secure as a commercial records center. A records center is built for the protection of paper documents and typically features state-of-the-art security and fire protection systems. Access to a records center is limited to background-screened records management professionals. Your records are tracked with barcodes within an advanced inventory management system, and all storage and retrieval is handled for you. Plus, you only pay for the amount of space you use.
Q: How do I prepare my boxes for records center storage?
A: Your records storage provider will give you barcode labels and a transmittal form. You place the barcodes on your boxes and complete the transmittal form. Give your provider a call and they pick up your boxes from your office and transport them to the records center in a GPS-tracked truck.
Q: Can I get help indexing my files?
A: Indexing files is one of the most important steps in records storage to ensure accuracy and ease of file retrieval. The most efficient way to index your files is to think of how you would request a file once it’s stored. Whatever information you need to identify a file is the information you should use in indexing. If you’re new to information management and need help getting started with indexing, ask your records storage provider to guide you through the process.
Q: How do I get a file out of offsite storage?
A professional records storage service makes file access easy. A secure client portal lets you request records from the convenience of your computer or laptop, or you may prefer calling or faxing your records request. You should have access to several delivery options, such as:
- Same-day delivery
- Next-day delivery
- 3-hour rush delivery
- Scan on Demand digital delivery
Q: How do I choose a document storage provider?
A: Your document storage provider should be experienced and reputable. They should serve a diverse array of businesses in your community, including organizations like yours. Verify their membership in the following records and information management associations:
- National Association of Information Destruction (NAID)
- Professional Records and Information Services Management International (PRISM)
- Association of Records Managers and Administrators (ARMA)
- Local Chambers of Commerce
Last but not least, request client references.
CI Information Management services Tri Cities, the Yakima Valley, Walla Walla, Hermiston, OR, Moses Lake, Wenatchee, and nearly everywhere in between. If you have a document storage question not answered here, you’re welcome to give us a call at 509-586-6090 or complete our contact us form, and we’ll be happy to answer it for you.