The Top Benefits of Offsite Document Storage

Technology internet business and marketing. Young business man writing word: BenefitsEven in the digital age, organizations large and small still depend on paper-based records, so where you store your documents makes a big difference. Here we share the top benefits of offsite document storage:

Gain Office Space

Considering the cost of leased office space, filling your office with documents isn’t a wise choice. File cabinets and boxes leave little room for revenue-generating activities. Offsite document storage lets you store your records cost-effectively. Record center storage offers a low cost per square foot and helps you use your office space to generate profit for your business.

Reduce Administrative Costs

Managing an expanding volume of paper records can be a full-time job. Offsite document storage takes the administrative burden of managing documents off your plate so you can focus on other important business tasks. File indexing, retrieval and destruction services offer a turnkey solution for managing your information from cradle to grave.

Prevent Identity Theft and Business Fraud

Offsite document storage prevents unauthorized access to sensitive client and employee records. In a records center, perimeter fencing and monitored code-access gates allow access only to screened, background-checked records management professionals. Inside, surveillance systems monitor all records activity.

Disaster Protection

Losing your documents to a disaster could quickly paralyze your business. Offsite document storage protects your records from catastrophic loss. A records center meets strict fire protection and building standards and is designed with structural integrity to withstand extreme weather. Comprehensive fire suppression systems that include in-rack sprinklers protect documents from fire and smoke. There’s no safer place to store and safeguard your documents.

Easy Information Access

Your productivity takes a hit each time you search for a misplaced document. Offsite document storage keeps your documents organized and easily accessible. They’re barcoded, tracked and added to an online database that lets you view and request them with the click of your mouse. You can have your documents hand-delivered or sent digitally to your desktop with a Scan on Demand solution.

Enhanced Compliance

Staying on top of industry compliance requirements is time consuming. Offsite document storage keeps your records organized throughout the retention lifecycle, so your business complies with regulations and laws. Specialized records technology lets you generate customized audit reports, set final disposition dates and modify retention periods as needed. You always have documentation of your record keeping processes and activities.

As you can see, offsite document storage can help you protect your business and take it to the next level.

Richards & Richards offers records storage and information management services for businesses throughout Nashville. For more information, please contact us by phone or complete the form on this page.