Choosing the Right Commercial Records Center
The stack of documents is getting larger and larger. Your business is growing, which is good, but the paperwork is growing as well. You have started to think about mini-storage, but even that has its challenges. Stacking a bunch of boxes into a storage bin is time-consuming and labor-intensive. And then what happens if you need to find a document?
Take a look at your filing cabinets. They have been getting loaded up for years and have done exactly what they were supposed to do. They have done their job but the documents inside are getting old, frayed, and in some cases, unreadable. Adding a new file folder is a challenge, and some of the files contained within should have been destroyed months or even years ago. Comprised of financial records, personnel files, and client information, there certainly is confidential data in those filing cabinets. You can’t remember how long ago you stopped locking them, and you may have misplaced the keys.
The boxes of records in the basement or in the storage closet are another story. Just thinking about going through those brings on a mild panic attack. More pressing business issues come up, and you fall into “out of sight, out of mind” complacency. Your colleague suggested tackling the clutter with a mini-storage unit a short drive away, but the thought of having to transport and periodically retrieve documents results in more panic attacks.
You’ve heard of professional off-site records storage and you’re just beginning to entertain the idea. Perhaps a business associate finally made use of the service after his faulty sprinkler system completely destroyed his client contracts and tax records several years back. Now he touts the ability to view his records retention inventory online and have his files brought to him without having to lift a finger.
The problem is there are several document storage companies in the area, and it comes down to making a choice. So how do you choose the right commercial records center for storing your business records?
Security and Safety
Your documents and files are the lifeblood of your business. Therefore, it’s critical to make sure your records inventory is going to be protected from theft, fire, natural disaster and, of course, a faulty sprinkler system. A professional records center should be equipped with the following:
- Security protection technology
- Intrusion detection systems
- Digital surveillance monitoring
- Motion sensors
- Redundant backup systems
- Barcode tracking
- Inventory management database
- Secure online web access
