It can be difficult to know how to save papers without the all the proper information. Should you store documents in your office or hire a professional Records Storage Company? We will tackle four widespread misunderstandings about document archiving that might be costly for your company in the long run…..
Myth 1: Office Document Storage Is Secure
Which employees have access to the area in your office where your confidential documents are stored? Very few businesses actually have security procedures in place to prevent unwanted access to private documents. When Protected health information (PHI) and personally identifiable information (PII) are stored in records centers off-site , your documents are shielded against calamities and illegal access by a secure records center. The facility is protected by fire and theft security systems and may only be accessed by background-checked and authorized records management specialists. Upon request, you can request documents or files and we will transport your files in a GPS-tracked truck to your location.
Myth 2: Records must be kept forever
Not all documents must be kept on file indefinitely. In actuality, the majority of documents have a legally defined period of retention. Th danger of identity theft, commercial fraud, and legal liability rises if you keep documents longer than is absolutely necessary. By managing your retention inventory, a records storage service helps you store nothing longer than is necessary. For example, every box put into storage can be tagged with a date that references the ultimate destruction date. This makes it easy to purge documents that are beyond their required retention date.
Myth 3: It’s Too Difficult to Store Documents Off-Site
It can take several minutes to find a paper in a filing cabinet or hours climbing through boxes in a self-storage unit. This costs the company time and money. We help you to keep your documents organized and your retrieval procedures streamlined with off-site records storage at Storage by Infoshred. We will move your documents to our records center and use barcodes to keep track of them. Your documents are either hand-delivered to you the same day with a click of the mouse or sent to your computer using a Scan on Demand service. Storage of records off-site is significantly easier than on-site storage.
Myth four: Records storage compliance is unimportant
Legal and regulatory compliance depends on knowing which records to maintain and for how long. Please consult your legal and accounting professionals to determine your specific retention periods. Once you put your documents into storage with Storage by Infoshred, your records are managed and protected throughout their retention period. We can provide you with a thorough audit trail of all your retrieval, storage, and disposal operations.
Request an estimate on our website or by calling 860-627-5800 to learn more. Our experts will ask you a few questions to better understand your requirements, after which they will tell you exactly what to expect from start to finish, including the cost.