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The Crown Blog

Don’t Store Records in Public Storage

Whether you are a small business, a large corporation, or an independent professional, when it comes to business documents, you may be dealing with heaps of papers that need filing, storing, and safekeeping. While renting out a public storage facility may be one of the ways to free up valuable real estate, is it really an effective or safe way to store your confidential, sensitive or important business records? 

Advice from Your Trusted Information Management Specialists

Consider this:

  • How easy will it be to access an old file or box which may be at the rear end of your storage unit? 
  • Will the records stay safe, clean and pest-free after several years? 
  • Will you be able to retrieve the files within your time frame? 
  • Public storage units are not generally well-lit, so when you need to go in and retrieve records for reference, will it be too dark to see properly? 
  • What about the temperature? A storage unit that is too hot or too cold can cause other problems such as moisture build up and mold or mildew, damaging your important records.   

At Crown Information Management, we believe that record management is not an easy task. Identifying, classifying, storing, securing, retrieving and permanently preserving or destroying records is best left to the professionals. Our records management experts suggest that businesses should avoid storing records in public facilities. 

Why Public Storage May be a Strict No-No for Business Records

Public storage facilities are an excellent option to temporarily store your furniture, goods, seasonal items, collectibles and other such stuff that can help you keep your home or office clutter-free. However, if you are thinking of storing your business records in such a facility, think again! Here are some important aspects to consider:

  • Space & Size: Public storage facilities offer several options in terms of size. From small lockers, to spaces as large as an entire office, you can select whatever suits your requirements. However, if there are changes in the volume of records, or utilization of the space you rent, you may need to physically move your files and records from one unit to another. 
  • Storage Units: Paper records need careful handling and storage. In order to protect them from fire, rodents, water damage and other potential hazards, you may have to invest in the appropriate fireproof, waterproof units, which will add to your record storage costs. 
  • Filing and Retrieval Method: Maintaining and retrieving archived records requires a systematic filing system, which will eat into your time, cost and resources. Moreover, if your business does not have a formal document management policy, the filing method may differ based on the individuals in-charge of the storage and retrieval process. 
  • Safekeeping: While investing in the appropriate storage units will help you protect your documents from dust, pests, water or fire, you still need to ensure that your document handlers are reliable and trustworthy. Missing, stolen or disorganized records can be a true nightmare for any business, especially if they are vital or confidential documents. 

Hiring the services of a SOC1 Level 2 Report, NAID AAA and PCI Certified company, such as Crown Information Management has many benefits: 

  • Hassle-free Storage and Competitive Plans: Whether your requirement is seasonal, temporary, or long term, we have a wide range of record management plans that will suit your needs and budget. You don’t have to worry about over or under utilization of the space, or finding, lifting or moving boxes ever again. 
  • Timely and Easy Retrieval: Our meticulous approach towards indexing, classifying and identifying records makes it easy to access your archived documents whenever you need them. Simply place your order from the comfort of your office, and we will deliver the relevant records to you, within your time frame.
  • Flexible Approach: You have full control over your records. If you or your company has a specific code or indexing method, we are happy to archive your documents and files in that manner.
  • Safe Storage: Your records will be stored in clean, secure, pest-free facilities, and remain under sophisticated electronic surveillance at all times. No more loose, misplaced or disorganized documents that could potentially give you sleepless nights.
  • Vital Records: If your business does not have a formal Business Continuity or Disaster Management plan, our records management experts can help you create one. We can also assist you in classifying records into ‘vital’, ‘important’ and ‘useful’. This will help you prioritize access, and enhance the overall efficiency of your record management process.
  • Compliance with Industry-Specific Norms: Our records management professionals help you remain compliant with the provisions of HIPAA, FACTA, FERPA and other industry specific regulations.We also offer permanent record retention and destruction services.

Choose from our wide range of record management services to save time, money and space on managing your paper-based information documents. To know more, call Crown Information Management at 800-979-9545, or contact us online for a free estimate.