When you select an off-site archive storage company for your sensitive documents, you can be confident that your most important documents are safely secured away from your company. Many archive storage companies now have a two-level security system, so even if an archive storage space facility suffers a disaster, your documents are still safe in another location. You may also want to consider an archive storage company that offers virtual protection, in which some of your most sensitive documents may be stored remotely but are completely isolated. With this virtual protection, a virus or other security issue can affect only a fraction of your archive storage space.
Security and archive storage facilities are used more frequently for sensitive records and files, such as employee files, tax documents, contract agreements, donor records, and court and legal records. Because many document storage facilities are located near government agencies, companies that offer this type of onsite protection are considered a necessity. These storage facilities are very secure, because they are designed to protect against disasters like fire, smoke, and flooding.
A large archive storage company may store a great deal of your documents, but it’s better to talk to them about what options you have for protecting your most valuable documents. If they’re not able to offer you a complete set of options, there are some simple things you can do to protect your papers and other records. You should never store your most important documents in a public area, such as a room in your home. Fireproof file cabinets or secure rooms in your home are a good idea.
If you need to keep records in different places, ask an archive storage company about archiving space. They’ll typically lease or purchase large buildings to house their archive storage. They’ll put boxes on these buildings, or they’ll use lockers and storage bins to keep records safe. It depends on your specific needs, but it’s a good idea to keep all your documents in one place, with one set of locking keys.
If your company purchases its archive storage from a professional company, be sure to keep records in a climate-controlled environment, where they’re protected from the elements. Choose a location that’s far away from the front door of your home, in a dry and cold area. Keep copies of important documents in a waterproof container and in a desk drawer. Make sure any documents you give away or sell don’t end up in the wrong hands.
If your documents are currently stored in boxes at home or in a building owned by your archive storage company or another company, it’s a good idea to periodically check the status of those boxes. Do they have the right number of boxes? Are there any signs of damage? Have the ones in your building been opened or damaged in some way? If you find any signs of damage or corruption, it’s a good idea to replace those documents immediately.
When looking for an archive storage company that’s right for your business, consider how you want those documents stored and whether you want a physical location, or a digital solution. Both have their advantages and disadvantages, so it’s a good idea to weigh them carefully. archive storage companies can provide secure, dry locations where your records are kept. However, those companies may only store certain types of records, such as medical records or credit records. If you need other types of records, such as corporate records, then a digital storage solution is probably best.
Once you’ve decided on the type of archive storage company that best meets your company’s records storage needs, you’ll need to choose a company that’s experienced enough to know what’s best for your situation. Many archive storage company owners operate just like auction houses, where they sell boxes or bins to the highest bidder. This isn’t the most secure way of disposing of your goods-especially if you’re storing sensitive data on them-but it can be surprisingly inexpensive. You should also look for companies that offer insurance, so that you can feel confident that your items are safe when you send them off.