5 Practical Document Storage Tips
In the Digital Age, protection and management of your digital data is a must. But it doesn’t mean you can ignore your hard copy records; they contain some of your most valuable and confidential information. The following tips will help keep your documents secure, accessible and in top shape:
1. Know Your Compliance Obligations
Understanding what rules and regulations apply to your documents is crucial to a successful document storage strategy. Several state and federal laws require businesses to know what documents they manage and their retention requirements. For example, under the Health Insurance Portability and Accountability Act (HIPAA), organizations that handle protected health information (PHI) are expected to safeguard that information during its retention lifespan. Failure to comply with HIPAA can result in fines upwards of seven figures. Since legal retention requirements vary from industry to industry, consult with your attorney or a qualified records management professional regarding record retention laws as they relate to your business.
You shouldn’t store every single document. Purging old documents streamlines your storage requirements and associated costs. Just remember, although it may no longer be useful to you, the confidential information contained within expired business documents can be extremely valuable to thieves looking for insider information and even lawyers during a lawsuit, so use a file purge service to dispose of outdated business records securely.
3. Choose the Right Storage Facility
Where you store your documents matters. Relying on an insecure warehouse or self-storage facility can result in wet and moldy documents or stolen files. A records center is purpose-built for the protection and management of business documents.
All files are stored on high-density records storage racking systems. State-of-the-art technology and rigorously designed chain of custody protocols maintain the security of your information, including:
- zoned fire detection and suppression technology
- 24-hour surveillance
- strict building access monitoring and control
You won’t find a safer place to store your documents.
4. Use the Right File Storage Boxes
Using the right storage container keeps your documents organized and in optimal condition. The ideal document storage container has the following features:
- stitch-and-staple, water-resistant construction
- transport handles
- durable, crush-poof design for stacking
An offsite records storage provider with experience handling hundreds of thousands of documents, can help you select the right box for your archival storage needs.
5. Monitor Your Offsite Inventory
With document storage, out of sight doesn’t mean out of mind. You must keep constant tabs on your offsite storage inventory. Fortunately, partnering with a records storage provider makes monitoring your documents easy. An advanced document management software system allows any authorized user in your organization, access, locate and order documents just by clicking their mouse.
Docusafe serves businesses in New Jersey, New York and Pennsylvania with offsite records storage and information services.
For more information about document storage tips, please call us at (888) 264-7367 or complete the form on this page.
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