Inside TDV - The Data Vault Blog
Secure Records Storage Always Wins Over Self Storage
It’s football season—a time of year when rivalries renew and teams go head to head to see who will claim the title of “champion.” In this blog, we take the spirit of the gridiron to a different venue: document storage. Read on to learn why professional, secure document storage always beats self storage.
When forming a front-line defense for your records, you can’t beat secure records storage. Self-storage facilities are notorious for being unsafe. Recently, two self-storage facilities in Bardstown, Kentucky were burglarized.
When you invest in a secure document storage service, you never sacrifice the security of your information. Your documents are stored in a records center with full-service security monitoring. Only background-screened records management professionals and pre-authorized individuals from your organization who sign a confidentiality agreement may enter the facility.
When you store your records at a self-storage or mini-storage facility, the onus of finding and retrieving your files falls square on your shoulders. Every time a document is needed, an employee must stop what they’re doing and jump in the car to drive to the storage facility. The resulting lost time and productivity factored with mileage reimbursements equal lost money.
Conversely, a secure records storage service saves you time, productivity, and money by eliminating the need to spend hours driving back and forth to a storage facility to locate and retrieve records. You can request document pickups and retrievals by phone or through a secure web-based portal. A background-screened and uniformed professional courier delivers your documents to you as soon as the same day in a GPS-tracked and alarmed vehicle, always maintaining a strict chain of custody protocols. Now, that’s a huge game changer!
Information is to your business what a quarterback is to a football team: indispensable. A secure document storage service provides offensive line-like protection for your records. Unlike a self-storage unit, where there’s no knowledge of what’s stored next to you —such as flammable and explosive items—and your documents are stacked on the floor and on top of each other, a records center is designed exclusively for document storage and equipped with state-of-the-art climate control technology, specialized racking systems, and purpose-built fire suppression technology to ensure your information is preserved long term.
Secure storage and records management takes a team effort. With a self-storage facility, you’re given a unit in which to store your documents, but no way to actually manage them. A secure document storage service offers barcode tracking of your records so you can manage them efficiently, using an online portal, throughout their retention lifespan.
Employee Risk and Liability
Keeping your team of employees healthy is a must. Sending them to an unsafe storage facility to lift boxes of heavy records puts their health at risk. Lifting and moving boxes in the storage unit create an unnecessary risk of injury. In addition, there are legal risks involved when employees use their own car for work purposes. A secure document storage service keeps your employees healthy and reduces workman’s comp claims by providing professional pickup, retrieval, storage and delivery of your records.
Winning companies don’t just plan for success, they also plan for the worst. A secure offsite storage plan ensures your documents are safe when disasters strike. Advanced fire and water protection systems go far beyond storing your documents in a self-storage unit that doesn’t offer smoke detectors or fire sprinklers.
As you can see, when you compare these factors, document storage always comes out as the ultimate winner.
The Data Vault records storage and management solutions to businesses in and around Kentucky and southern Indiana.