Secure Physical Storage of Paper Documents
Document management is an important facet of owning and running a business. As your company grows there could be any number of reasons why you might look to move physical documentation and paper files away from your business premises to a secure location off-site.
You might choose to do this to free up space within your current working environment, utilising the area for something that can make money for your company, rather than laying dormant as a storage space. It might be that you require a much faster and more reliable way of finding documents than what you have set up in your office at the moment, or it could be that you need to store certain authentic original documents for data privacy reasons, keeping information for a set period of time in a secure location prior to its destruction.
Finding a company that can offer you quality physical document storage facilities should be top of your priority if you are considering this route for your company document management. What do these companies offer you?
Long-Term Storage Solutions that You Can Trust
If you are thinking about digitising your existing business paper documents but want to archive some of the more important bits of information, or you might want to just store documents for the reasons of creating space at your premises and nothing else, document management storage offers you a reliable long-term solution to your storage problems. Whether you are using digital copies of documents or not, having a secure location for original physical documents offers peace of mind to all concerned.
Track and Trace Your Records
A quality document storage facility will have a proper scanning and tracking system in place. Even if it is just physical documents that you are interesting in tracking, you should be able to request a piece of information and it be found in a fast and reliable timeframe. For those with a hybrid document management system, this can include a quickly scanned document of the original provided to the client whilst the original copy is sent securely.
Timely Destruction of Data
Data protection is a vitally important part of any business model. If you have files of employee and client data that might include sensitive personal information you are legally only allowed to retain that information for as long as it is useful to you. Document storage facilities have the capability to add time stamps to documents as they are archived securely on site. That way, when it comes time for a certain document to be destroyed you can be warned about it, and also ensure it is securely destroyed at the facility.
Authentic Copies Required in Some Instances
There are certain situations where only the original, authentic copy of a document will suffice. For business and property ownership this is certainly the case, and a copy of your birth certificate isn’t doesn’t always cut the mustard. Holding certain authentic documents in a safe and secure location can put your mind at ease.