Choose a Document Storage Solution Wisely

Choose a Document Storage Solution Wisely

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Deciding where and how to store your documents shouldn't be taken lightly. Your documents have to be protected from unauthorized access and disasters yet still accessible enough to support your workflow requirements. To make sure choose you choose a safe, efficient and cost-effective document storage solution, consider the following crucial factors.

Preservation

Every business has historical or vital documents that need to be preserved indefinitely. Choosing a document storage solution wisely ensures that they will preserved for the long term.

Basements and attics are good for storing many things, but documents aren't one of them. Attics are often un-insulated and prone to excessive temperature and humidity fluctuations that can damage paper records over time. Basements house a tangle of water and plumbing pipes; if one were to burst your hard copy information could be permanently lost. And to make matters worse, both basements and attics provide a safe haven for pests and critters that can make a quick lunch of your documents.

A commercial records centre is designed exclusively for the storage and preservation of paper documents. Climate control systems regulate temperature and humidity levels to ensure optimal preservation conditions. Storage of combustible items is prohibited, the facility is kept in pristine condition, and pest control is in place to prevent damage to your documents.

Security

 Choosing the right document storage solution reduces the risk of identity theft and business fraud. When you store your documents in a self storage unit, the only thing preventing them from being stolen by a thief is a single, run-of-the-mill padlock. By contrast, a commercial records centre offers multi-layered security for your documents, including:

  • Perimeter fencing around the facility
  • State-of-the-art surveillance systems for external and internal monitoring
  • Background screening for all personnel with regular re-screening
  • Access to the records centre is limited to records management staff members

All personnel are required to sign confidentiality agreements prior to employment.

Access control technology limits and records all entry and movement with a commercial records centre. Instead of being assigned a single storage area, your document inventory is separated and stored anonymously, identified by barcode only, at various locations throughout the facility. In the unlikely event an unauthorized person gains access to the facility, it would be impossible for them to identify a single box belonging to your company.

Offsite Disaster Protection

Choosing the right document storage solution makes it easy to protect your documents from fires, floods and natural disasters. Unfortunately, self storage facilities and multi-purpose warehouses don't offer a complete offsite disaster protection solution. This makes it crucial that you evaluate where and how your documents are stored before making a final decision.

Unlike a self storage unit or a multi-purpose storage warehouse, when you store your records in a commercial records centre, they are never stored on pallets or directly on the floor. Instead, high-density, purpose-built racking systems keep your documents organized and safe. The facility is also equipped with state-of-the-art fire detection and suppression systems.

File Access

It's wise to choose a document storage solution that protects your information and keeps it readily accessible to authorized users within your organization. A commercial records centre provides you with anytime access to your documents. They are tracked in an inventory management database with integrated barcode tracking technology. All file retrieval is handled for you, eliminating the time-consuming process of having to drive back and forth to a self storage unit and find the right box and file every time you need something.

Not sure what records you have in storage? A secure online access portal lets you view, manage and request your files anytime. At your request, they are retrieved from the records centre and hand-delivered or sent electronically to you with a Scan on Demand solution.

When it comes to choosing the best document storage solution for your business records, a little thought goes a long way.

Docu-Dépôt provides records storage and management solutions for businesses throughout Montréal and Québec. For more information, please contact us by phone or complete the form on this page. We’re here to help you!

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