Proper records retention is essential for business success. But keeping documents and files secure, organized, and accessible while operating within a fixed space and budget can be difficult. Here we discuss how choosing to store your records offsite can relieve the burden of records retention and offer a number of benefits for your business.
An office stuffed with files and documents limits productivity and profitability. And accommodating storage of future records without an expandable storage space is nearly impossible.
Storing your records offsite gives your business space to operate efficiently and offers your company a scalable document storage solution. Files can be stored in a commercial records center at a fraction of the cost of leased office space. And by removing boxes and file cabinets from your office, former document storage areas can be used to house employees and generate revenue for your business.
Offsite records storage also offers a higher level of security than storing your confidential documents onsite in your facility. Your office isn’t designed to protect your paper records from unauthorized access, fires, floods and natural disasters. On the other hand, a commercial records center is purpose-built with the following features to protect and preserve business documents:
- Controlled facility access
- Video surveillance
- Alarm monitoring
- State-of-the-art fire detection and suppression systems
Records are stored on industrial-grade, high-density racking systems designed to protect them from dust, debris and water damage. Offsite records storage ensures your documents are kept in optimal condition for the entire retention duration.
Proper retention management
Inaccurate document retention increases your organization’s legal liability and risk exposure. In contrast, offsite records storage ensures your documents are properly organized, labeled and catalogued, allowing your company to adhere to retention requirements. Within the records center, professionals sort, index and classify your documents. Retention periods are monitored while your records are stored, so that when they no longer need to be kept, your files can be securely shredded promptly—and in accordance with final disposition requirements.
Accessibility and inventory tracking
You need efficient access to your documents and an ability to track all file activity. Offsite storage allows you to request your records securely online at any time. Barcode tracking technology means your files can be quickly and easily located so you don’t have to waste time digging through file cabinets and boxes. All activity is tracked and recorded throughout the life of the file in an inventory management system, such as:
- Access requests
- Changes in file status
- File location
This way you know, and have a record of, exactly who has requested a file and when. An array of professional file retrieval and delivery services meets even your most time-sensitive requests for records stored offsite.
Sentry Storage Solutions offers secure offsite records storage solutions to businesses in the Greater San Diego area, and Chula Vista, California. For more information about our services, please contact us by phone or complete the form on this page.