How does records management work?

A staggering 90% of the world’s data has been created in the last two years alone, but not all of it is digital. Paper-based data is still being generated in mammoth proportions and the challenge of managing it grows bigger at the same time.

Managing your own document storage is risky, cumbersome, time-consuming, labour-intensive and, as a result, expensive. Given all the pitfalls of DIY storage, you are not really managing the process at all. You’re giving up control of security, human resource management, work practices and your budget. On the other hand, a secure document storage service via a third party puts you back in charge of what you’re good at, while they concentrate on safeguarding your documents, and which saves you money in the long run.

Storing your records off-site ensures that you can:

• Increase the Use of Space Within Your Office: Relocating physical documents to an off-site storage facility often saves a ton of space. Moving boxes of paper files out of your building creates more floor space for extra staff or simply a cleaner, tidier working environment.
• Efficiency Retrieving Crucial Documents: Keeping boxes of records onsite inevitably leads to disorganization and confusion. Wasting time looking for documents in filing cabinets could be better spent on productive tasks. Transferring records to an off-site storage means each box is indexed, categorized, and marked with a scannable barcode. Meaning you can find it quickly and efficiently whenever you need it.
• Protection from Theft or Accidental Destruction: In-house storage puts secure information at risk of theft because it’s difficult to keep track and protect every document when it’s stored in an office. Off-site storage use security cameras and guarded premises to ensure maximum safety from unauthorised persons. Of course, theft isn’t the only worry. Accidental damage such as accidents, fires or natural disasters pose a real threat also. Almost all record storage facilities use climate controls to regulate temperature and humidity, as well as fire-suppressant storage for heat in order to keep your documents protected.
• Cost-Effectiveness: Time is money. Rather than paying employees to index or retrieve your documents, an off-site storage provider handles records management for a fraction of the cost, leaving you to focus on your business.