What to Expect During Your First Document Storage Pickup with Citizens

Storing business documents onsite at your business can cause a wide range of issues. First, you may not have the physical space to keep important records stored in the office. Additionally, you may encounter security issues because access to document storage is not monitored or restricted. When you invest in off-site business document storage through Citizens Business Archives, you can rest assured that your records will be safe, secure, and out of the way. Here’s a look at what you can expect when you schedule your first document storage pickup with us. 

Schedule Same- or Next-Day Pickup 

Scheduling a pickup for your business documents is easy with Citizens Business Archives. Simply choose your preferred pickup time and leave your contact info on our website, and we will get in touch shortly to confirm your pickup time and location. Alternatively, give us a call to schedule your pickup directly. We offer same- and next-day pickup so that you can take care of your document storage needs quickly. 

Take a Document Inventory

Logging your document inventory can be time-consuming, so we offer internal indexing to provide a complete inventory of files for each container. Alternatively, you can choose external indexing, which means that you’ll keep track of the contents in each box.  

Barcode Your Containers 

Once you have a detailed inventory of what’s in each container, we will apply barcode stickers to each container so that they are easy to track and locate within our 18,000-square-foot storage facility. Our computerized inventory system is designed to ensure the most accurate record-keeping, so you will have peace of mind knowing that your documents are ready to access whenever you need them. 

Consider Your Insurance Options

Citizens Business Archives does not provide liability insurance for stored documents. Archive materials are limited to a legal liability of $0.03 cents per pound per container, but you can choose to purchase additional insurance for your stored documents through the provider of your choice. While we will take every step possible to limit damage to your files and secure our access-controlled facilities, it is still helpful to remain prepared for any possible accidents. 

Access Your Documents Anytime During Business Hours 

If you are hesitant to invest in third-party business document storage because you do not want to compromise convenient access to your documents, rest assured that you can visit our facilities anytime during normal business hours to access your documents and retrieve any files you may need. Our state-of-the-art barcode retrieval system means that you can easily find the documents you need and be on your way quickly. 

Citizens Business Archives is a trusted provider of safe and secure business document storage for businesses throughout Tucson, AZ, and the surrounding areas. If you want to learn more about our storage facilities, visit us during business hours for a site tour with no appointment necessary. You can also learn more about us by clicking through our website or giving us a call at (520) 585-4324.

Why Physical Storage Still Matters in a Digital World

While most people don’t use physical documents much in their personal lives, paper documents are still integral to many different businesses. From contracts to tax statements to patient health records, many business documents still require physical copies that need to be retained for a set period of time. Document storage services from Citizens Business Archives can help. We provide secure document storage in our expansive Tucson, AZ, warehouse, which utilizes cutting-edge indexing technology to easily identify and locate boxes, so you can quickly access your documents. Here’s a closer look at why physical storage still matters for business documents. 

Legacy Documents May Be Needed to Verify Digital Copies

Even once you begin to digitize various documents, you may still need to hold on to legacy copies rather than setting them aside for document destruction. Physical originals are particularly important when it comes to signed documents, as it is much more difficult to forge a physical signature than an electronic one. Retaining legal contracts, case files, mortgage agreements, property deeds, insurance documents, and land records can be important for verifying the legitimacy of digital copies in the future. 

Physical Documents Offer Greater Access Control

Digital documents are vulnerable to a wide range of cyberthreats. Physical documents, on the other hand, have much more limited access, especially when they are stored in a secure off-site facility. Plus, physical documents are preserved in a consistent format that does not rely on specific hardware to maintain access. No matter how much technology changes over time, physical documents will be preserved. 

Many Industries Still Rely Heavily on Physical Documents

There are several industries that still utilize physical documents throughout their daily operations. From real estate to healthcare to government to law, there are numerous sectors that rely heavily on paper documentation and must maintain physical records. 

Document Retention Is Essential for Legal Compliance 

While it may seem convenient to simply call for shredding services as soon as a transaction has taken place, document retention is important for legal compliance across several industries, including finance, education, real estate, medicine, insurance, and law. Specific rules vary by industry, but you may need to keep physical copies of different documents for many years before they can be slated for document destruction. 

If you need secure, reliable document storage in Tucson, AZ, Citizens Business Archives has you covered. Our fenced, secure 18,000 square foot storage facility is utilized by businesses throughout Southern Arizona. We ensure that your documents are safe and easy to access thanks to our state-of-the-art bar coding process for computer indexing. We even offer a climate-controlled vault for environmentally sensitive items, and we can pick up your documents with same- or next-day service. 

Take care of your business document storage needs by contacting us on our website or at (520) 585-4324. With competitive rates, an access-controlled facility, and a reliable retrieval system, we offer everything you need for compliant, convenient records control in Tucson.

What Makes a Document Shredding Service Truly Secure?

Does your business have a system in place for document shredding? If not, you could be vulnerable to data breaches that may cost your company a significant amount of money and credibility. When it comes to document destruction, utilizing a third-party shredding service is generally the most reliable and secure method to ensure that the job is done correctly and consistently. 

Why Secure Shredding Matters 

When you think of identity theft and data breaches, you probably think about these crimes occurring digitally. While cybercrime is a big concern when it comes to data security, it is not the only avenue through which unauthorized individuals can access your business’ sensitive data. Physical document security is also important for protecting yourself, your business, and your clients. That’s why many businesses invest in shredding services to destroy potentially sensitive documents and ensure that sensitive and personally identifiable information cannot be lifted from those files. Simply throwing away sensitive documents or using cheap strip shredders in your office is not enough. You need a secure shredding service that will ensure complete and reliable document destruction to protect your business. 

Here’s a closer look at what makes a shredding service truly secure, so you know how to pick the right service for your business. 

Controlled Document Storage 

There are multiple points of vulnerability to consider when it comes to document shredding. First is where documents are stored within your workplace after they are discarded but before they are sent off to be shredded. Your shredding service should offer a secure, clearly labeled shred bin where paperwork can be deposited. A small slot at the top of the container with a locked lid will ensure that documents can be added to the container but not easily retrieved once they are thrown out. Having shred bins readily available throughout your workplace ensures that documents are properly handled within a reasonable timeframe so that sensitive information is not simply sitting on an employee’s desk for anyone to see. 

Scheduled Pick Ups 

You should choose a shredding service that offers routine scheduled pickups so that discarded documents are safely transported to a shredding facility. Your service should have dedicated vehicles for picking up loaded shred bins and dropping off empty ones. These vehicles will be secure and operated by trained drivers who take your document security seriously. 

Sophisticated Shredding Technologies 

Did you know that traditional strip-shredders are not a secure method of document destruction? Using computer programs, thieves can easily reconstruct documents that have been strip shredded and tossed in the trash. Conversely, a professional off-site shredding service will use sophisticated, specialized equipment to thoroughly pulverize documents, making them irretrievable. Once shredded, documents are typically sent to a recycling facility, where they are further broken down and used to create recycled paper products. This cycle reduces the risk of document theft and data breaches. 

Certificates of Destruction 

How do you know that your documents have been thoroughly shredded and destroyed once they leave your business? Your shredding service should offer a certificate of destruction, which will confirm the total weight of the documents destroyed and give you peace of mind that the job has been done right. 

Beyond Security: Benefits of Professional Document Shredding

Along with following strict security protocols, a professional shredding service will also save your business time and money. The costs of in-house shredding can add up quickly when you consider the cost of employee time; shredding equipment, parts, and maintenance; and energy usage. By hiring a professional shredding company, you are streamlining the process of document destruction in the most cost-effective way possible. 

Contact Citizens Business Archives for Secure Document Shredding in Tucson

When you need a shredding service you can trust, you can count on Citizens Business Archives. Business owners throughout Southern Arizona have trusted us for decades to handle their document storage and shredding needs in Tucson. With a secure facility and dedicated pickup services, we offer prompt, reliable document shredding for businesses across all industries. Our staff is trained in HIPAA compliance, and we offer certificates of destruction for every shredding pickup. Whether you need pickups weekly, monthly, or on a custom schedule, we can help. 

Contact us on our website or call (520) 585-4324 to get started with our shredding services. We look forward to helping your business maintain optimal document security and best practices for document destruction.