5 Key Benefits of Offsite Document Storage

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Image for Docu-Depot-Aug 2016-Blog-5 Benefits of Offsite Document Storage (1)Keeping up with a large volume of business documents can be a real hassle. There never seems to be enough storage space, files are constantly misplaced, and no one wants to take responsibility for their management and keeping them secure. Professional, offsite document storage not only eliminates these problems, it provides five key benefits for your company:

1. Retention Management

When it comes to which documents to keep and which to destroy and when, without proper retention management, your company is vulnerable to litigation and compliance breaches. Every business record should be assigned a specific retention timeframe and be securely shredded when it reaches the end. Offsite document storage takes the guesswork out of retention management. A team of records management professionals classifies and indexes your documents to your operating requirements and helps keep your business compliant with federal and provincial laws. A sophisticated document tracking system ensures each record is archived for the required length of time and then promptly destroyed.

2. Affordability

While there's no getting around the fact that some documents need to be archived indefinitely, that doesn't mean you have to spend a fortune on document retention. Offsite document storage cost significantly less per square foot than office storage or a self storage unit, and it frees up valuable workspace that can be used to generate revenue.

3. Security and Protection

Your business records include proprietary, confidential and personal information that deserves the utmost protection. Unlike in-house storage and self storage, offsite document storage in a purpose-built records centre offers unparalleled protection from theft, fires, floods and natural disasters.

Each record is stored on a high-density racking system and protected with state-of-the-art fire detection and fire suppression technology. A multi-layered security system includes external and internal surveillance monitoring, while access control technology limits and records all entry and movement within the facility. Instead of being assigned a single storage area, your document inventory is separated and stored anonymously, identified by barcode only, in various locations throughout the facility. In the extremely unlikely event an unauthorized person gains access to the facility, it would be impossible for identify boxes belonging to your company.

4. File Accessibility

Searching for a misplaced file will turn your hair gray, especially when your colleagues and clients are anxiously waiting for information. Offsite document storage ensures that your files are available whenever you need them, because each file is barcoded and tracked within an inventory management database. A secure, online document portal lets you view your offsite inventory and request files anytime. You can choose to have them hand-delivered to your office or scanned and sent digitally with a Scan on Demand service.

5. Peace of Mind

You can't put a price tag on your peace of mind. Offsite document storage lets you rest easy, knowing your information is secure, accessible and properly managed.

No matter how you look at it, these five benefits of offsite document storage are undeniable…and indispensable.

Docu-Dépôt provides offsite records storage and management solutions to businesses in Montréal and throughout Québec. For more information, please contact us by phone or complete the form on this page.

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