File and Record Storage Services

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

Are your closets and file cabinets overflowing? Do you have files with sensitive customer information that needs to be protected? Does it take you too long to locate important records? If so, it's time to implement a records management system.

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

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.

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.

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.

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.

Back up important files

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

Destroy hard copies

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

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.

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.

• 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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