Behind the Scenes of a Document
Storage Service

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Are you considering having your documents professionally stored and managed? To give you a sense of the full value that a document storage service offers your business, this blog post will take you behind-the-scenes of a document storage service. 

Storing Your Records Offsite

One major benefit of a document storage service is the ability to keep your information secure and organized in a cost-effective manner. A document storage service also makes it fast and easy to store your records offsite.

Image for Docu-Depot-Mar 2017-Blog-Behind the Scenes of a Document Storage Service -ENGLISH

Your provider gives you barcodes to put on your boxes. When they're ready for pickup, you place a call and your inventory is picked up and transferred to a records center in a GPS-tracked vehicle. Each carton is scanned and entered into a records management database. You are given login information to a secure web portal where you can see your inventory as it's entered into the system.

How Your Documents Stay Safe and Secure

How are your documents protected in a records center? In short, combined systems, technology and protocols ensure their safety and security. A network of internal and external surveillance cameras monitor all entry to/from, and movement within the facility. Only screened, pre-authorized personnel are allowed inside. Each box is stored on a high-density racking system equipped with state-of-the-art fire detection and fire suppression technology. Instead of being assigned a single storage area, your document inventory is separated and stored anonymously, identified by bar code only, in various locations throughout the facility. This “random” storage method prevents unauthorized individuals from identifying and accessing your inventory. 

Retrieving Your Records from Storage

Unlike storing your documents in a self-storage or warehouse facility , a professional document storage service includes retrieval and delivery of your files. Because each file is barcoded and tracked within an inventory management database, you have access to them at any time. You make a request online, or by phone, email or fax and your documents are hand-delivered to your office or are scanned and sent digitally with a Scan on Demand service. Professional document retrieval and delivery helps you stay productive! 

Additional Benefits of a Document Storage Service

Professional document storage service providers do more than simply store your important records; they also give you access to a full range of records management services. You can have your files professionally indexed or converted to digital images. When your documents reach the end of their retention life cycle, they can be professionally destroyed. From beginning to end, your sensitive information is managed by trained and knowledgeable professionals.

Now that you've had a behind-the-scenes look at a document storage service, you can use your knowledge to choose the best provider for your company. 

Docu-Dépôt provides archival document storage and active file management solutions for businesses in Greater Montréal. To learn more about our records storage services, please contact us by phone or complete the form on this page.

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