Have you ever thought about hiring an outside firm to manage your physical records or documents? Over the past few years, the value of record storage firms has become increasingly popular with businesses of all size.

Let’s Save Some Space!

One of the main benefits is space efficiency. With record storage being maintained off-site, there is additional office space and real estate to be used more effectively and efficiently.

Two fields that have found record storage to be invaluable to their industries have been the medical and legal professions.

Both of these industries typically have their own specific physical rooms to house documents for compliance purposes. Medical and legal cases can produce an extraordinary amount of paper over an indeterminate length of time. Also, as the practices grow, more filing space is needed as more documents are produced and needed to be preserved.

Peace of Mind

I once worked with a company who needed to routinely access files that were ten years old. Because they produced so many receipts, they were unable to store everything at their facility. Also, they didn’t have the proper climate control system to ensure that their boxes and documents would withstand wear and tear over time. Document storage companies use specific technology to avoid damage through tearing, fading, bleaching, or any other types of damage. The documents will also be stored in an organized and recorded fashion, anytime you need a document you can contact the company and they can retrieve and send to you.

Also, working with a record storage company allows you to hold them accountable for the safety of your documents! When checking you will want to ask such questions as:

• What is your security policy?

• Do you have active guards on duty?

• Is the building fire-protected?

• Can you also backup my documents electronically?

Is Document Storage Too Costly?

Generally speaking – no. A reputable storage firm will do a complimentary consultation with you to determine how much you could potentially save by switching to document storage. One of our clients used the space he saved to install another desk and hired a salesrep. That action alone generated over 100k in revenue his first year.

Summing Up

Document storage companies can provide your business with a ton of value. When researching firms, make sure that they have these bases covered:

• Controlled Access

• Climate Controlled Environment

• Disaster Planning and Protection

• 24 Hour service, 365 days per year

• Delivery and Pickup Service

• Online Document Management system to help manage your records

How Do I Get Started?

Generally the best way is to complete a quote request form, and have the representative run a cost-benefit analysis on your business. Also, ask for a few client referrals, so you can verify the accuracy of their claims. Once you choose a record storage partner, you will be amazed that you never used one before.