Why Offsite Records Storage?

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A very messy office with files spilling out of open file cabinets

Smart Business

Your business data is at the center of everything your company does. Corporate records contain years of vital and confidential information on your business, products, services, and customers.

We know you rely on this information to make timely decisions. We also know that how you manage that information affects your organization’s ability to compete, engage its customers, comply with information regulation laws, and deal with disaster recovery. Outsourcing your records management to an offsite records storage will safeguard your business against:

  • Productivity loss caused by time invested in locating documents
  • Overhead costs associated with using valuable office space for storing records in your place of business
  • Unauthorized access by employees to critical company documents
  • Data breach, theft, fraud and misuse
  • Penalties and litigation if confidential information is breached
  • Profit loss and operational delay in the event your business is affected by a disaster

You don’t need one more thing to worry about. That’s why we’re here for you. Managing your records from an offsite records storage facility allows your company to focus on its core business and remain compliant. That’s smart business.

Your records are safe with us

Your customers and stakeholders trust you to keep information secure. Most office settings and self-storage units are not built to protect your records against water, fire damage, and security risks. CI Information Management has an offsite records storage facility that is designed for proper storage of paper-based documents and electronic media. We protect and secure your records with:

  • High-level security and video surveillance to keep your records safe
  • Motion and intrusion detection sensors with a camera and tape backup
  • Temperature controlled electronic media room.
  • Fire detection and mitigation.

We help you remain compliant

Above view of a conference table full of coworkers having a meeting. CI Information Management is your partner in compliance. Complex regulatory requirements, mandatory retention periods, and increased penalties have made records management a legal obligation for organizations. Protect yourself and your company from potential lawsuits resulting from poor storage practices. Keeping your files in an offsite records storage facility mitigates the risk of data leaks and unauthorized access. Partnering with CI Information Management helps you remain compliant with:

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

Our team has the experience and knowledge to support you as you navigate information compliance laws. Also, our Total Recall software alerts us when records reach the end of their retention period and we’ll work with you to determine the next step. With our extensive experience in records storage, we help protect your company against accessibility, security, and compliance issues. Have questions? Call us!

Active Document Storage, Retrieval, and Delivery

CI Information Management’s offsite records storage facility protects and stores your inactive company records, yet our prompt records retrieval and delivery system also make us trusted partners for semi-active records storage, as well.

A CI Information Management employee handing a CI-branded package to another person.

Our priority is helping the decision-makers in your company have the documents they need when they need it. CI Information Management offers prompt scheduled deliveries, 24/7 access to your records, rush and after-hours service for when you need a document right away. Our on-call personnel is on standby for immediate response and delivery –even on holidays.

Complete Accountability

CI Information Management offsite records storage uses modern barcode tracking technology to ensure we have full inventory control of each asset in our possession. This means you’ll know exactly where your documents are from storage, to transfer to drop off. Every box or file has a unique barcode and they are scanned at every point during delivery and return, reducing the risk of files going missing. We make accountability easy so that you can improve adherence to your company’s records management plan.