Choosing the right records storage provider requires careful planning and thoughtful decision making. Not all providers offer fair pricing, flexibility and responsiveness. If you find yourself in a bad records storage situation, follow these tips for changing providers:
Read Your Contract
A bad records storage contract can be a nightmare. Failing to read your agreement could mean unexpected charges, records inaccessibility and even potential litigation. If you’re unhappy with your current provider, scrutinize your contract for loopholes to find a way out of your contract. Also, ask your lawyer for help understanding and remedying restrictive terms. In particular, pay special attention to the following provisions:
- Evergreen renewal clauses
- Permanent removal fees
- Inventory reduction penalties
Destroy Old Records
Some records storage providers won’t tell you when your documents have reached the end their retention life cycle. As a result, you may be paying storage fees for records that could have been destroyed long ago. Review your records retention inventory and decide which files can be destroyed. Then ask your provider to shred them. Destroying old records reduces your monthly storage bill and keeps permanent removal fees from increasing as your document inventory increases. If you don’t trust your current provider’s paper shredding capabilities, look for a provider who offers certified destruction services.
Don’t Send New Files Off Site
Off-site storage is only beneficial when you have a provider who offers the combination of fair pricing, personalized service, and unparalleled security. If your current records storage provider doesn’t offer all three of these things, stop sending them new files. Instead, find a new vendor who provides the service, value and privacy protection you deserve and send your new files to them. Since your newest files are likely your most active ones, you’ll gain the immediate benefit of improved service. Then, sending records off site will be an asset rather than a liability.
A bad records storage experience can seem hopeless. Fortunately, these tips will help you change to a provider who offers the service and value you deserve.
Sentry Storage Solutions offers records storage services in the Greater San Diego area and the city of Chula Vista, California. For more helpful tips and information management guidance, please call us or complete the form on this page.