5 reasons why your company should be using off-site document storage

                                                                                         

It’s a fact of life that businesses collect paper documents like trees are going out of fashion! What normally happens is that office space can become cluttered and space in the office becomes a valuable commodity. Due to certain laws, rules and regulations we have to keep certain documents for a defined period of time, which means we can’t just throw it away or run it through the shredder like we want to!

At this point it’s a good idea to consider using an off-site document storage facility.

Another reason you might consider moving your documents to an off-site storage facility is because you have migrated your data to an online database, so the paper copies are somewhat redundant. Why would you want boxes and boxes of documents taking up valuable space when you can store all that and more on the hard drive of your computer?

Larger organisations may have certain space allocated for the archive and storage of documents. This may be simply a room or maybe even an entire building. Little do many businesses know but this could actually be costing them more than moving their documents to an off-site document storage facility.

Here a five, quick fire reasons why your business should consider moving its documents to an offsite facility.

1. Security. In purpose built storage facility you will be able to rest assured knowing that your documents are protected by CCTV security.

2. Speed of access. Many off-site facilities now use barcode technology to quickly locate your documents – so there is no need to spend unnecessary amounts of time looking for your documents once you get to the site.


3. Cost (Save money!) If you don’t know already, moving your archived documents to off-site storage can actually work out much cheaper than storing them in your office –especially if you are in a prime location like central London!

4. Insurance. You can share the peace of mind knowing that your documents are stored in a building with strict procedures and conditions that help prevent disasters such as fire and flood.


5. Conditions. A document storage facility will have the correct conditions to ensure that your documents can be accessed in the exact same condition that they went in. This means things like temperature etc are monitored to ensure that your documents do not deteriorate whilst in the care of the document storage company.

So, in summary the 5 points above build up a strong case for migrating your documents to an off-site facility, rather than keeping them on site. All you need to do know is decide when to make the switch.

About the author:
Secure Data Management provide secure off-site archive storage facilities in the UK. To assist their clients they also provide document storage boxes via their new web site that allows people to buy them online.


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