Records Center Storage vs. Self-Storage

Wondering whether to store your documents in a self-storage unit or in a commercial records center? In this blog, we compare records center storage to self-storage.

Long-Term Protection and Preservation

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Self-storage jeopardizes the long-term protection and preservation of your business records. It exposes your information to the following risks:

  • mold and mildew
  • fire hazard
  • unauthorized access
  • pest infestation

A records center offers a safe, clean, secure space for storing your confidential business records. It features:

  • zoned fire detection and suppression technology
  • 24-hour surveillance
  • strict building access monitoring and control

Your records storage provider stores your documents on high-density records storage racking systems and tracks them with state-of-the-art barcode technology. To protect and preserve your hard copy information for the long term, store your records in a records center.

Retention Management Support

Every business should have a reliable method for managing records during the retention lifecycle. A self-storage unit offers storage space but little else. With records center storage, your documents are bar coded and tracked with advanced document management software that allows for ongoing monitoring of your retention inventory. It lets you view a complete audit history of every “touch” to a document and create and save customized retention reports.

Accessibility

You shouldn’t have to sacrifice accessibility to your records while storing them. Self-storage doesn’t offer quick and easy access to your documents. When you need a document, you must drop what you’re doing, drive to the self-storage facility, unlock your unit, find the document, lock the unit back up and drive back to the office. Accessing a file can take several hours and involve a lot pf physical work and risk moving heavy boxes.

Records center storage makes it much easier to access your files. Your records storage provider gives you access to a secure web portal, where any authorized user in your organization can access, locate and order documents just by clicking their mouse. A security-screened and uniformed professional courier delivers the documents to the requestor in a GPS-tracked and alarmed vehicle while maintaining a strict chain of custody. You can even have your requested documents scanned and delivered electronically with a Scan on Demand solution.

As you can see, records center storage is superior to self-storage.

Docusafe serves businesses in New Jersey, New York, and Pennsylvania with records management services.

For more information about our off-site records storage and information lifecycle support services, please call us at (888) 264-7367 or complete the form on this page.

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