Problems Associated with Storing Your Documents in a Self-Storage Unit
Self-storage units are ubiquitous throughout New York, New Jersey, and Pennsylvania, but they do not offer the best storage solution for your business records. Before renting a self-storage unit, consider these risks:
Self-storage facilities do not protect confidential documents. In fact, they are prime theft targets. Recently, 40 self-storage units in Georgia were broken into and property was stolen.
A records center offers a more secure solution for storing document with personally identifiable information (PII) and protected health information (PHI). Access is limited to background-screened records management personnel only. A comprehensive security system with exterior and interior cameras offers 24-hour monitoring of the premises. Intrusion alarms and motion detectors are directly connected to the local police department.
Your time is valuable. Imagine having to drive to your self-storage unit and rifle through boxes every time you need a document. An offsite records storage solution saves you time. Screened and uniformed professional couriers deliver your documents to you in GPS-tracked and alarmed vehicles, always maintaining strict chain of custody protocols. You have 24/7/365 access to your documents with standard and expedited delivery options.
Lack of Protection from Disasters
Self-storage units fall short in the disaster protection category. Many self-storage facilities are nothing more than bare-bones sheds with corrugated metal walls. As a result, they are susceptible to leaks, mold, and pest infestation. Plus, you never can tell whether the unit next to yours is storing flammable or combustible items. A self-storage facility in Kentucky recently suffered extensive damage from a two-alarm fire.
A records center offers a safe, clean, secure solution for storing confidential business records. Your documents are stored on high-density records storage racking systems and are protected with zoned fire protection and suppression technology.
Poor Retention Management
A self-storage unit offers space to store documents, but no tools to manage them. An offsite records storage service offers support for the many stages of your information lifecycle requirements. Your provider’s bar code system tracks your records and their location from creation to destruction with a complete audit history. As a result, you stay on top of your document retention and final disposition requirements.
When you rent a self-storage unit, you pay for space you may not use. Remove a box from your unit and your monthly bill stays the same. With an offsite records storage service, you only pay for the space you use. As your storage inventory decreases, so does your bill.
Improper management of your documents can lead to regulatory fines. Since document management is absent at a self-storage facility, storing your records there increases your business’ non-compliance exposure. An offsite document storage service is the only paper record storage option that helps your business comply with state and federal laws.
Docusafe serves businesses in New Jersey, New York, and Pennsylvania with records management and services.
For more information about our records management services, please call us at 888-264-7367 or complete the form on this page.
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