Many companies use the end of one year and the beginning of another to tidy up records and documents. The year’s paperwork often gets stuffed into filing cabinets or banker’s boxes and shoved into a storage room. Until you run out of storage space, this isn’t a bad plan. Soon, boxes are hanging out at the water cooler along with your team members. What happens when your company grows, and you add new people, but you don’t have room for them? Moving physical records to offsite storage answers these dilemmas and more.
4 Reasons to Store Documents Offsite
If you have considered sending your documents offsite but are not convinced it is the best choice, consider these four reasons you should:
- You have easy access to your files: They may not be down the hallway but getting a vital file when you need it is possible. A reputable document storage facility will offer options for accessing physical files. They understand your need and will provide next day, same day, rush, and emergency services. You never have to wait long. They should also offer digital versions, as well.
- Your files will be labeled and organized: Even with the best intentions and corporate guidelines, few companies spend the required time to ensure their files are appropriately labeled. What happens if you run out of room? You risk losing records because of haphazard storage in overrun rooms. Your records facility will ensure that things are kept tidy and properly labeled for easy retrieval when you call.
- Your records are safe: Keeping sensitive information safe is a full-time job. There are always prying eyes and threats of theft, fire, or flood damage. Do you have all the systems in place to ensure your records are protected? Can your company recover without those vital records if a fire does break out? A document management service has extensive fire safety and security systems.
- Offsite document storage is affordable: Commercial office space gets expensive. Let’s say your current office is big enough to add three new team members. However, the area where you would put them is filled to the brim with boxes. It doesn’t make sense to pay commercial rental rates for boxes instead of humans that can help your business grow. Offsite storage costs less and frees up the space you need for more productive employees.
Trust Crown Information Management for Physical Records Storage
Enter the New Year with more space and an uncluttered office. Make Crown Information Management your go-to for your physical document storage needs. Our facility has the required systems to ensure your documents are properly stored and well protected from fire and theft. Additionally, we offer various services, including document destruction, so we have you covered when it is time to purge. Contact us for more information on our facility and services. Let us help get your valuable space freed up for more important work than document storage.
For secure, pest-free storage and easy and timely destruction of records, count on a SOC1 Report,NAID AAA, and PCI Certified company. Call Crown Information Management at 800-979-9545 or contact us online to learn more about our document storage and shredding services.