Are you still on the fence about storing your records offsite? Don’t let a lack of information get in the way of making a smart decision. Here are five good reasons your business needs an offsite storage solution.
Most business owners think their records are safe when they’re stored onsite. This false sense of security can put your entire organization at risk. It only takes one dishonest employee or after-hours cleaning crew member searching for confidential data or customer information, to send your business into a privacy breach tailspin.
Offsite storage minimizes both internal and external threats to your records. A records center has the following systems to prevent unauthorized access to documents and files:
- 24/7 security monitoring
- Climate control systems
- Fire detection and suppression technology
Your records are tracked with barcodes and managed by background-screened records management professionals following a secure chain of custody at all times. There’s no safer place to store your sensitive business records.
2. Disaster Recovery
No one likes to think of worst-case scenarios, but when you own a business it’s imperative. Fires, floods and natural disasters can lead to unexpected data loss and jeopardize the viability of your company. Offsite storage protects valuable financial, employee, and customer records from irreversible damage. If your office is somehow damaged or destroyed, you’ll still have access to your most valuable asset: your information.
State and federal laws regulate the privacy and accessibility of personal, financial and protected health information (PHI). Offsite storage ensures your business meets the requirements of the following regulations:
When you store your records offsite in a records center, a team of records management professionals make sure your records are organized and protected throughout the retention life cycle.
4. Cost Savings
Leased office space isn’t cheap. When you consider how much space boxes of records and filing cabinets require, and the related cost per square foot, it doesn’t make sense to fill your office with documents. It is much more economical to store your records in an offsite records center. A record center is a high-bay facility where storage density is maximized, thus lowering your cost. The space you gain in your office by storing offsite can then be used to generate revenue for your business.
Think of how much time and money you spend searching for misplaced files each year. With offsite records storage, your documents are tracked with barcodes and advanced inventory management technology. You can view your records inventory, create customized retention reports, and request file pickups and deliveries with the click of your mouse. Your documents are hand-delivered the same day or sent digitally to your computer or laptop with a Scan on Demand service.
Now you have the information you need to make an informed decision about offsite storage. You’ll be able to save time, money and have peace of mind that your business records are safe and secure.
American Document Securities provides records storage and document shredding services for businesses in Atlanta and Northeast Georgia. For more information, please contact us by phone or complete the form on this page.