Protecting Your Documents from Disasters
Natural disasters are on the rise due to climate change. Many businesses fail to recognize the potential impacts of disasters until it is too late. Do not be one of them. In this blog, we offer tips for protecting your documents from disasters.
Identify Mission-Critical Documents
The first step in protecting your documents is identifying those most critical to your business. Examples of essential business documents may include:
- Tax records
- Financial statements
- Real estate records and leases
- Customer contracts
- Articles of incorporation
Any document that records the financial and legal obligations of your company should be considered mission critical.
No two businesses are identical; each organization has a unique risk profile based on its location and geographical factors. For example, your business may be located within a 100-year flood plain or near a waterway, increasing its vulnerability to floods. Perhaps your office is an area prone to tornados, hurricanes or wildfires. Identify the risks that pose a threat to your business so you can take the necessary precautions to protect your documents.
Having backups of your paper records is a good idea in case they are damaged by a disaster. A document scanning provider can make digital copies of your documents and offer a online document management solution to help you protect your digital files.
You should never store all your information in the same place. Ideally, physical copies of your documents should be stored in a secure, offsite location. Storing documents in a records center protects your them from fires, floods, and natural disasters and keeps your information accessible during a catastrophe. Keep in mind that not all records centers are equal. Partner with a records storage provider whose records center has the following features:
- Reinforced concrete walls
- Laser level concrete floor
- Rubber membrane roof
- Diesel backup generator
The facility should not be in a flood plain and should meet ANSI and NFPA fire protection standards.
Use these tips to strengthen your disaster recovery plan and preserve your paper documents long term.
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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