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:
- Easy access to records
- Privacy and security
- Disaster recovery
- Space limitations
- Compliance and legal requirements
Action Steps
The best contacts and resources to help you get it done
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.
Tips & Tactics
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.
the Document Storage Services page at Business.com
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