Companies of all sizes across industries need reliable, secure document storage solutions. If you don’t have space for onsite document storage, you will need to invest in offsite storage and archiving. Offsite storage offers many advantages. You will not need to spend money on a security system or inventory software. Employees won’t have to expend labor on archiving, retrieving, and destroying documents. Sensitive and private data will also be protected from employee theft or loss and data breaches. If you’re not familiar with the document storage process, take a look at how it works.
Document Pickup
If your documents are currently housed onsite or at another document storage facility, you can schedule one-time or recurring document pickup services. Busy offices, such as medical practices, law offices, and accounting firms, typically require monthly document pickup. Smaller offices may only need annual document pickup. Documents that are picked up will be securely stored in a temperature-controlled environment until they are retrieved or destroyed. Most document storage companies are capable of storing electronic records, electronic data storage devices like hard drives and flash drives, paper files and documents, expanding files, and storage boxes.
Document Inventorying & Indexing
You can either index and inventory your boxes ahead of time, or pay for document indexing services. If you index your boxes ahead of time, you must provide a typed, readable copy of the index on the outside of the box as well as another copy on the inside of the box. The index should be in a clear, protective sleeve. If you do not index your boxes ahead of time, the company will index them for you. They will index, log, and barcode individual files as well as the boxes. The information will then be added to their electronic inventory system. You can contact the document storage company at any time to request information about the documents, files, and records in your inventory.
Document & Data Storage
Your documents, records, files, and electronic data storage devices will be securely maintained until you need them again. The storage facility will be closely monitored in order to give you the peace of mind knowing that no one besides you will have access to your documents. The facility will also be protected from insect, animal, and pest activity that could compromise your files and records.
Document & Data Security
Most document storage facilities are secured with locks, alarm systems, and guards, and only offer access to authorized personnel. This prevents data breaches and loss of sensitive or private data. You can review and retrieve information about your archives at any time through the facility’s warehouse and document management system.
Document Retrieval
Your documents can be retrieved at any time. Many facilities offer same-day document retrieval for urgent matters, as well as planned or scheduled document retrieval. You can contact them via phone, email on the same day. They will deliver the requested files, documents, or boxes to your site securely and safely. Every retrieval will be logged so that both parties can maintain an accurate inventory of which records remain offsite in the storage facility, and which are onsite at your offices. You will also have a clear chain of custody and history of each item’s movements.
Document Destruction
Eventually, the document’s lifecycle comes to an end. If you are no longer legally obligated to keep a hard copy or electronic record, or if the file or matter has been closed out, the record can be securely destroyed. The most efficient and reliable method of document destruction is shredding. Most companies that offer offsite document storage also offer document destruction. You can submit a spreadsheet or list of file or box index numbers for retrieval and destruction. The company will then confirm that they found the records and that everything is accounted for, and will provide confirmation of destruction. Having a clear chain of custody ensures you remain in compliance with all local and federal rules and regulations regarding document destruction.
If your company doesn’t have the space or resources for onsite document storage, our team at Citizens Business Archives can help. We offer secure document storage in Tucson, AZ, for companies of all sizes, across industries. We work with clients in healthcare, legal, educational, insurance, government, and financial industries, among others. We offer flexible, customizable solutions for document storage, indexing and inventorying, and destruction. We can schedule one-time or recurring document pickup, and can coordinate with your existing document storage facility to acquire your files and inventory records for transfer to our facility. To learn more or request an estimate for document storage, call us today at (520) 882-4434 or contact us online.