Document storage might not be the most exciting part of your job as an office manager, but that doesn’t mean it’s not vital to your company’s operations. Privacy, security, and compliance are all at stake when you decide where and how to store company documents.
If you’re managing document storage internally, you could be putting critical information at risk and exposing your company to fines or litigation. Working with a professional document storage services company helps reduce that risk and increase operational efficiency. Here are three surprising — but true — facts about professional document storage services you may not know.
1. It’s affordable
If you think you’re saving money by ignoring professional document storage and storing your organization’s documents in on-site filing cabinets or in an off-site general storage unit, think again. In fact, in many cases professional document storage costs less than a cup of coffee per day to store up to 100 boxes of records.
That’s not to mention the potential costs of lost, damaged, or stolen files. When you employ a self-storage strategy, security risks increase exponentially. Partnering with a reputable document storage company helps mitigate those security risks by ensuring 24-hour security with video surveillance, environmental controls, and immediate generator back up to protect against theft, temperature spikes, humidity, and water damage.
2. It’s convenient
As an experienced office manager, you understand how frustrating and time consuming off-site storage can be. Just think about how much time you waste driving files to your company’s storage locker.
Alternatively, professional document storage can provide convenience to this process. In fact, you don’t even need to leave your office. Your document storage partner provides the storage boxes, picks up your files, and transports them to their storage facility. This process is all handled by expertly trained professionals who transport your documents in environmentally controlled, GPS-monitored vehicles.
3. There’s more to it than just storage
The advantages of working with a document storage company go beyond just storage. A document storage partner opens up opportunities for full records management and the automation of vital services, like shredding.
Records management includes critical records retention scheduling. When your documents reach the end of their useful lifecycle, a records management partner will confidentially destroy them and provide you with a certificate of destruction, ensuring compliance and privacy.
The professional team at Gilmore Services offers enhanced services at high value when compared to self-storage options. Working with an experienced records management team can save your business money and protect against security risks. Download our free comparison checklist to learn more about the right storage solution for your business.