Moving these records to an offsite storage facility will benefit your business in a number of ways.

Organizing paperwork, storing files and trying to find them again is a task that many people dread, yet in this information-driven age, it is becoming more and more important if not crucial to managing these business assets properly.

Moving these records to an offsite storage facility will benefit your business in a number of ways.

Here are our top 3 reasons for making the move. 

The 3 Cs:

Care

Keeping your documents safe and secure is paramount. Storing them with an offsite storage provider means your records will live in an environment that has been custom designed and specified for this exact purpose.

A building surrounded by security fencing with 24h hour monitored intruder and fire alarms, as well as cameras, ensures that your records are going to safer than if they were in an unsecured room or office at your place of work. Controlled access to the storage area means that only the people that have a reason to access your documents will be allowed to do so.

Compliance

Helping you remain compliant with the numerous requirements and regulations that any business has to adhere to is an area where offsite storage providers excel.  Our records management software allows us to keep you up to date with records management tasks such as notifying you when documents need to be reviewed by your staff or when a retention period has been reached and the document may be destroyed.

Keeping audit trails of every box and document that has been requested by your staff is standard throughout the lifecycle of the item.

Online records management through our customer portal allows you to update information about your files or boxes, receive notifications when a preset event has been logged or to simply request items from storage to be delivered to you.

Cost

Moving your documents offsite might initially be perceived as going from a no cost to an actual cost but a number of things need to be considered.

What is the cost of storing boxes or files (in cabinets or otherwise) in an office space that could be utilized by an employee actually generating revenue for your business? What is the time cost for you or your staff to find a document in your office?

Another not so obvious cost would be the health and safety risk of boxes stored in corridors where someone might trip over them or poorly stacked boxes collapsing and causing and injury.

Storing documents offsite means you are in control of the costs and all costs are transparent. You are only paying for the storage space your boxes or files occupy and not the vacant space that you would need to leave in your place of work to get to these boxes and files.  When you need a file from storage that’s a fixed price too.

Thinking about it another way is your place of work defined by the name on the building outside or is it a workplace for storing documents!

Want to save up to 90% of your offsite storage costs?

Call John Beemster at (262) 977-7410 at The File Depot of Milwaukee or click here to contact us.