If your company regularly deals with paper or electronic contracts, legal documents, personnel records, health files, or other confidential documents, it’s important to have a comprehensive record retention and record destruction policy. This policy ensures you maintain compliance with local and federal regulations and industry standards. At Citizens Business Archives, we understand that it can be overwhelming and time consuming to consider the lifecycle of each piece of paper in your office. Our knowledgeable, experienced team can help businesses of all sizes and manage the full lifecycle of important business records, from creation to destruction. Take a look at these reasons to outsource your document destruction in Tucson, AZ to our team at Citizens Business Archives.
You Generate a Lot of Original Documents or Paper Records
Certain industries generate a lot more paper documents and records than others. Original documents, with original signatures, should be preserved in electronic and paper form for a certain number of years, depending on your record retention policy, local and federal regulations, and industry standards. If you have boxes and boxes of records and files sitting around your office, they would be much more secure at an offsite storage facility like the one we have at Citizens Business Archives. Our facility is alarmed, monitored, and protected from fires and environmental hazards. We can maintain the safety of your electronic and paper records until you need to retrieve or destroy them. We also offer secure records destruction and paper shredding services. Some of the industries that we serve include:
- Accounting.
- Financial.
- Legal.
- Education.
- Medical.
- Government.
- Healthcare.
- Retail.
- Personnel.
- Manufacturing.
- Nonprofit.
- Construction.
- Transportation.
- Insurance.
You Are Running Out of Storage Space in Your Office
If you are running out of storage space in your office, your company is creating more records than you can safely store. Storing records onsite isn’t the most secure option. If your building experiences a flood, fire, or break-in, those records could get destroyed. At Citizens Business Archives, we can help you free up space in your office by storing those records in our secure warehouse. Our record storage facility is access-controlled, fully secure, and protected from flood, fire, and pests. We also offer storage for archival records and electronic records. When your documents age out of your retention policy, we can destroy them securely and confidentially and provide a certificate of destruction.
You Need to Ensure Confidentiality and Information Security
If you work in an industry that needs to maintain the confidentiality of your records and has a duty to protect information security, storing your records on site is not the best policy. When you store your records at Citizens Business Archives, you can carefully control access to the documents, safeguard sensitive information, and make sure the files don’t get lost or destroyed. Our team adheres to strict confidentiality and privacy clauses, and we are a fully HIPAA-compliant facility. We maintain this confidentiality throughout the life cycle of your documents, from the time they arrive at our warehouse through the time we destroy them for you.
You Have a Record Retention Policy to Follow
All companies should have a record retention policy to maintain the security of certain types of documents that may need to be reviewed in the future for legal, personnel, financial, or tax reasons. If your company generates or has control of these types of documents, you need a secure record storage facility, record retention plan, and document destruction plan:
- Contracts
- Original signed documents
- Estate planning documents
- Legal documents
- Customer and employee data
- Personal health information
- Personal identifying information
- Financial reports
- Tax documents
- Promotional and marketing documents
- Intellectual property
You Want to Maintain Compliance with Regulations and Standards
All record management plans include a section on record retention. Most records don’t need to be preserved for more than one or two years, but in some industries, you are required to keep specific types of records preserved for 7-10 years. Record retention is also mandated by certain local, federal, and industry regulations. If your record retention policy requires secure record storage and confidential document destruction services, our team at Citizens Business Archives can help. We offer secure record storage, record indexing and inventorying, record retrieval services, and document shredding services.
You Must Ensure Records Are Destroyed Securely and Confidentially
When documents age out of your retention policy, you can’t just toss them in the trash. There are local and federal regulations outlining how they must be destroyed. At Citizens Business Archives, we offer secure, confidential record destruction services. Our document shredding services ensure compliance with all regulations and industry standards, and we can provide a certificate of destruction for your records.
You Are Aware of the Risks of Poor Document Storage and Destruction Plans
Storing your records onsite and not having record retention and record storage protocols can put your company at risk. Our experienced, knowledgeable team at Citizens Business Archives can mitigate that risk for you and help you avoid theft, damage, or loss of important records. The risks of not properly storing or destroying your records include:
- Legal liability
- Damage to your personal or company reputation
- Financial losses
- Loss of time and efficiency
- Loss of records due to disaster or theft
Learn More About Our Secure Document Destruction in Arizona
If you would like to know more about our business records solutions, contact us today at Citizens Business Archives. We have a secure, climate-controlled warehouse space for storage of critical documents and business records. We also offer document indexing and inventorying and document retrieval. At the end of each document’s lifespan, we can provide confidential, secure document destruction services in Tucson, AZ that ensure compliance with all regulations and standards. If you’re ready to learn more about our business records services, call us today at (520) 882-4434 or contact us online.
