Questions to Ask a Media Storage and Rotation Vendor

The process of entrusting your data to a service provider shouldn’t be taken lightly. You need full confidence that your information will be stored and managed with utmost care and security. Here are several questions to ask a prospective media storage and rotation vendor:

Are You locally owned?

You don’t just want a media storage and rotation vendor; you want a partner who is invested in your community. Locally-owned businesses are operated by people who work and live in your community. A local vendor understands that building personal relationships with their clients goes hand in hand with protecting data.

Where do you store backup tapes?

 Your media assets should be stored in a facility that offers unparalleled protection from unauthorized access, dust, heat, humidity, fires, and floods. Look for a vendor with a media vault equipped with the following systems:

  • 24/7 security monitoring
  • Media-specific climate control systems
  • Fire detection and suppression systems

How often can you rotate my tapes?

Every business has a unique backup schedule, and your media storage and rotation vendor should be able to align your tape rotation schedule with your backup routine. Look for a provider who can customize a rotation schedule that integrates with your daily, weekly and monthly backup schedule.

When can I retrieve my tapes from the vault?

You should be able to retrieve your offsite tapes whenever you need them, especially during a data loss event. Look for a media storage and rotation vendor who offers24/7/365 access to your media assets.

Do you offer media destruction services?

When your tapes are taken out of service, you need a dependable and trusted media destruction provider. A media storage and rotation vendor that offers media and hard drive destruction gives your business a cradle-to-grave solution for data.

What associations and organizations are you affiliated with and certified by?

You can learn a lot about your media storage and rotation vendor by checking which associations and industry organizations they’re affiliated with. Look for a provider with membership in, and applicable certifications from, the following organizations:

  • The National Association of Information Destruction (NAID)
  • Professional Records & Information Services Management (PRISM) International
  • Association of Records Managers and Administrators (ARMA) International

Involvement with these groups and becoming NAID AAA Certified and PRISM Privacy+ Certified proves your vendor is committed to industry best practices and standards.

Can you provide references?

A media storage and rotation vendor who’s hesitant to provide client references should be avoided. While some client partnerships are bound by strict confidentiality agreements, your provider should have customers who are happy to share their feedback.

For more tips on choosing the right media storage and rotation vendor, please contact us by phone or complete the form on this page.

American Document Securities provides media storage and rotation services for businesses in Atlanta and Northeast Georgia.

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My staff and I had the pleasure of participating in an ADS Consulting Shredding & Storage Workshop in April 2011.As a new business, it was critical for us to get off to a good start. The workshop provided us with useful information and practical applications that helped us do that. The ‘hands on’ training experience we received in a successful, working document destruction and storage business environment was invaluable.Renee and her staff were very personable and helpful and continue to be valuable business partners to this day.I highly recommend the ADS Workshop to both new and existing businesses

Rob Giannini, C.O.O.Commonwealth ...