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Save money by using document storage companies

Storing your physical documents off site with a paper file storage company can be one of the most inexpensive methods of document storage. Your files are kept safe and secure without setup, software licensing or scanning fees.

I recommend: Compare costs of small and large off site storage companies. Prices vary depending on how much you need to store, but start at less than $50 per month at some companies. Cintas, a large document storage company, employs bonded and insured personnel and is a Health Insurance Portability and Accountability Act (HIPAA) business associate. Records Management Services is a smaller company that stores boxed records for a low monthly fee. Remember to include the cost of boxes. Compare prices of boxes suitable for off site storage at companies like Nordisco and Uline. Boxes range in price from $5 to $15, and cost less when you buy in bulk.

Consider off-the-shelf electronic document storage software programs

Off-the-shelf software is an inexpensive solution for digital storage. This type of software allows you to store scanned documents and electronic files. Usually, you pay for a single software license.

I recommend: Informatik Archiver is an affordable system with advanced features that works with various ODBC databases and supports several graphic file formats. The Intellisoft ManageMore document management software system catalogs, stores and retrieves office documents and digital files. Prices for these products range from less than $700 for a single license, to $1,000-$2,000 for mulitiple users. Check out OnlineOrganizing and CNET Download for lists of other software programs suitable for small businesses. Most of the listed programs are less than $100, and some are free.

Price enterprise level record storage software

Enterprise level software is usually expensive but provides a range of services. It can integrate with other programs and offers high level security features.

I recommend: Compare prices of enterprise software from large providers. ColumbiaSoft's Document Locator software complies with industry regulations and integrates with Windows Explorer, Microsoft Office products and CAD programs. Laserfiche is a nationwide company that offers document management solutions for government, health care, financial services and other regulated industries. Prices vary based on the modules and customization you require and start at around $20,000.00.

Include the costs of scanning into your record storage services budget

Scanning can be done by your employees as needed for most document management systems. However, if you have a lot of older documents that must be digitally stored, a scanning service may be a necessary, but expensive, option. If you use a scanning company as part of your document storage system, make sure the cost includes records preparation. Also check that the indexing and format will integrate with your document management system. Prices for professional scanning are generally around a dollar per page, but can vary depending on how much document preparation and indexing is required.

I recommend: Digital Documents will meet or beat competitor pricing and offers fixed or value-based pricing contracts. MicroMEDIA offers on-site scanning and indexing services.

Helpful advice for making the most of this Guide

• •  If the record storage software provider includes a server, find out if you can purchase one separately. You may be able to save a lot by buying the server on your own. Make sure the server meets the software provider's specifications.
• •  Don't sacrifice quality for price, particularly if you're in a regulated industry. Make sure the document storage solutions software that you choose is secure and allows for easy retrieval.

Guide to File and Record Storage Services

Pare down paper, improve privacy and retain easy access to your files

By Jennifer Nichols, Online Marketing Specialist

The good news is that numerous companies have emerged to provide assistance with this vital need. Getting a handle on your files and records is worth the effort; it can improve productivity, increase sales and lead to better customer service.

Whether you take the do-it-yourself approach to storage, or you outsource the task to a records management firm, keep the following in mind:

1. Easy access to records
2. Privacy and security
3. Disaster recovery
4. Space limitations
5. Compliance and legal requirements

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Consider a one-stop records storage and management shop

If your storage needs are particularly large or complex, consider using the services of a major records management firm that can handle all your filing and storage needs, including fast access to documents, climate-controlled environment and destruction.

I recommend: Take an online video tour of services available from industry leader Iron Mountain. Register at PRISM International, the association for information management providers, to download a free checklist of important things to consider when choosing a records management service provider. Or find a record storage firm at Record Storage Companies of America.

Ensure easy access to your files

If you'll need to get at your stored files easily, look for storage providers that provide immediate access options.

I recommend: American Archive & Shredding LLC boasts complete indexing services and a sophisticated barcode system to speed file retrieval. SpringCM's content on-demand record storage system offers fast access to your documents via the Web.

Use digital imaging

Reduce the amount of paper files in your office by scanning them and storing the images electronically. To avoid taking up valuable space on your own hard drive, use a file host that stores them on a secure Web site. If you're storing documents with a records management firm, they can usually do the scanning for you.

I recommend: Store up to 1GB on Box.net for free or pay a low monthly fee for up to 5GB. With Yahoo! Briefcase, you can store up to 25GB for free. Archive America will scan your stored documents and email them to you when requested.

Create a safe environment for your files

Records, such as film archives, have to be stored in a temperature-controlled environment. To prevent your hard work from becoming worthless, invest in space in an environmentally conducive warehouse.

I recommend: Iron Mountain offers secure, climate-controlled storage environments.

Back up important files

Routinely back up your files on a CD or DVD to ensure that you never lose a single record.

I recommend: AmCad will back up your data on digital media and store it in a vault.

Destroy hard copies

Once your documents have been stored digitally, you can destroy the hard copies of some of those documents.

I recommend: Recall provides on or off-site destruction services, and will recycle your shredded documents whenever possible.

Create a records management policy

Draft a 'record retention policy' so employees won't have to guess whether a file needs to be stored or can be thrown away. Take a proactive approach and create one now rather than waiting until after you lose an important file.

I recommend: The Record Storage Companies of America provides a list of documents that should be stored and protected.

Shore up your storage space

Improve your in-house storage capabilities with file cabinets, storage lockers and fireproof file cabinets you can lock. Consider adding shelving to store boxed files.

I recommend: Purchase shelving and file cabinets online or at your local Office Depot.

Helpful advice for making the most of this Guide

• •  Provide the storage facility with a complete list of personnel who are authorized to retrieve or remove files and records.
• •  The best time to implement a file and records storage system is when you start your business.
• •  In case of a disaster, off-site storage of your files can be a lifesaver. It can help keep your business operating during and following a crisis.
• •  Check to see if your email provider offers free online document storage. Consider how secure the storage site is before scanning and uploading your documents.

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Find out the requirements of electronic document storage and paper file storage

Federal and state laws require that companies retain certain records for a specified period. There's not one set rule across industries -- the type of work you do and financial activities your company engages in determines which documents need to be saved and for how long.

I recommend: The law firm of Newcomb, Sabin, Schwartz & Landsverk provides a summary of document retention requirements and tips on developing a document retention policy. The Internal Revenue Service provides information about tax and expense document retention rules. The U.S. Department of Health and Human Services provides information about Health Information Privacy Act regulations that affect health care providers. For specific information, check with your state or local government. Find a directory of state and local government offices at Statelocalgov.

Find information about document storage companies

Storing documents on site can pose some problems. For one thing, important documents can be lost or damaged due to fire, flood and poor storage conditions. In addition, it can be difficult to find documents when you need them and the boxes or filing cabinets used to hold them can take up valuable space. The most inexpensive and uncomplicated way to safely store documents is with an off site storage company. These companies guarantee safe storage and can locate documents and send them to you when you need them.

I recommend: Record Storage Companies of America provides a directory of members throughout the United States. ARMA International, a not-for-profit professional association, provides a buyer's guide to off site storage and archiving companies.

Find news and information about digital document storage services

Record storage software allows you to save space and access documents quickly. With this type of system, documents are scanned into a software program database that can be housed at your own company or off site. The system usually includes storage of electronic documents like email and computer files. There are many providers in this industry, offering a wide range of options.

I recommend: The CPA Technology Advisor offers a review of electronic document management and storage systems. Check out CMS Wire for news and reviews on document and content management companies and trends.

Helpful advice for making the most of this Guide

• •  Be sure to include a service and support contract when you purchase document storage management software. It can save time and frustration as you learn to use the product or come across glitches.

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Database

A database is an organized collection of data that is set up so a computer can easily sort and retrieve information from it. Using a database, you can store and retrieve documents when needed.

I recommend: Find an extensive glossary of terms you'll run across when dealing with document storage, including database, at ITS Imaging.

Document imaging, electronic imaging and digitizing

All of these terms refer to the process of creating or capturing a digital image from a printed document. Many digital documents use a computer to create them, so they're relatively easy to deal with in digital storage. But some companies have lots of paper documents, either forms or records from pre-computer days, that they need to scan into the computer in order to store them digitally.

I recommend: Browse through a glossary of terms related to document storage, including document imaging, at the American Health Information Management Association, which has a nice glossary with complete definitions.

Image resolution

The resolution of a scanned image refers to the number of dots per inch that make up the image. The greater the resolution, the more clear and easy to read a document will be. Documents stored for viewing only on a computer screen can have a lower resolution than those that you will need to print, since computer printers print at a higher resolution than the computer screen displays.

I recommend: Check out a glossary of terms relating to document storage, including image resolution, at Princeton Imaging.

Optical character recognition

Optical character recognition, or OCR for short, is how a computer and scanner translate a scanned page of text into pure text rather than an image. You can electronically search a document stored as text for keywords and other content, whereas an image file you can't. Text files also take up much less storage space on a computer than image files.

I recommend: Read a description of optical character resolution and other digital imaging terms at Conservation OnLine.

Full text search

If a document storage and retrieval system has full text search, a user can search for any string of text that the text might contain in any of the documents, and the search will find it.

I recommend: ColumbiaSoft offers document management with a full-text search feature.

Indexing

Indexing involves identifying the parts of each document that you will want to search for, and creating the database so you can search for parts and find them. Rather than search each and every document, the index will be a list of the documents stored with the important data fields in each one.

I recommend: Get a definition of indexing, and other terms that come up when dealing with document storage, at Compact.