Managing the vast amount of information gathered in your office can be a full time job that requires a great deal of valuable space as your company grows and your client base expands. Protecting this sensitive information that is the backbone of your enterprise should be included in your business plan and implemented fully as records multiply. You’ll need innovative solutions with standards of control that meet and exceed your business needs. As you consider a company with which you can partner for your document storage, you should look for a company that can handle this aspect of your business with confidence and provide you with a safe and secure environment for your data.
To keep your data stored in a protected environment that is secure will demand a company that is extremely organized and has an effective plan in place that adequately meets your storage needs. They should provide you with durable boxes for your files or allow you to use the ones that you have that meet their guidelines. Make sure that they have a barcode system in place that links your data with the box in which it is stored so that the retrieval process is seamless and worry-free. Their professional staff should be able to inventory the contents of each box so that it can be easily reached for your use and review when needed. You’ll want a way to track your documents throughout the transportation, delivery, and retrieval process so that you will have an auditable trail that ensures compliance.
Offsite Document Storage
When your company begins to outgrow the space that you have set aside for storage, it’s time to elicit the help of a professional storage facility that can offer you a completely safe and secure location. Make sure that the facility is directly linked to local police and fire stations, that CCTV is available twenty-four hours a day, and that there are protocols in place for visitors and contractors whose services are needed from time to time. You want to be protected from your data being stolen or damaged in any way so investigating these issues ahead of time will prevent unforeseen loss or destruction.
When the need arises for you to review or amend your data, you’ll want the retrieval process to be worry-free and professionally handled. You should be able to inform the storage company by a variety of methods of your desire to have your information delivered, have a scheduled delivery that meets your timetable, and have no problems with the transportation of your data. After you’ve finished your audit or edit of the materials, the company should pick up your information and return it to its original location for safekeeping. Before you decide on a storage company, make sure that all of their employees have been properly vetted and trained in the confidential and secure handling of company documentation and files.
If you select the right service to help with your company’s document management, it will be a hassle-free process that provides you with ample storage, detailed tracking procedures, and speedy retrieval for amending and reviewing your data. Sensitive data is the backbone of your company and it must be protected in a dedicated and professional way.
Suzi McKee is a US-based writer covering document storage and other quality information management services. She writes on a freelance basis for several large blogs.