When it comes to storing important documents, there are a few options available. You can keep them on-site in a file cabinet or safe, you can scan and store them electronically, or you can send them off-site to a professional document storage facility. So, when is it time to make the switch to off-site storage? In this article, we will talk about some of the signs that it might be time for you to make the move to professional document storage and the benefits of this type of service.
What is Off-Site Document Storage?
Before we get into the signs of when it’s time to switch to off-site document storage, let’s first define what this type of service entails. Rather than keeping important documents on your premises or scanning them and storing them electronically, a professional document storage facility will physically store your documents for you in a secure location. This frees up space at your own office or facility and ensures the safety of your documents.
The Signs You Need Off-Site Document Storage
Now that we know what it is, let’s talk about when it might be time for you to make the switch to off-site document storage. Here are some telltale signs:
One sign that it might be time for off-site document storage is if you are running out of room to keep all of your important documents on-site. Keeping stacks of files and boxes takes up valuable space in an office or facility and can create clutter and disorganization. Off-site document storage frees up that space for you to use in a more productive manner.
Another indication that it’s time for off-site document storage is if you have security concerns about keeping important documents on-site. A professional document storage facility will have measures in place to ensure the safety and security of your documents, giving you peace of mind.
If your industry has compliance requirements for document storage, it’s important to make sure that you are following those guidelines to avoid any potential legal issues. Off-site document storage ensures that your documents are being stored properly according to industry regulations.
The Benefits of Off-Site Document Storage
Let’s explore the benefits of off-site document storage now that we’ve discussed some signs it might be time to switch.
By using a professional document storage facility, you can keep your documents organized and easily accessible. These facilities often have systems in place for organizing and retrieving documents upon request, helping to streamline the process.
As we mentioned earlier, off-site document storage can provide an extra layer of security for your important documents. These facilities often have advanced measures in place, such as fireproofing and 24-hour surveillance, to ensure the safety of your documents. Plus, you won’t have to pay for storing them at the office if they’re off-site.
In addition to freeing up space at your own facility, utilizing off-site document storage can also save you money in the long run. By keeping documents organized and easily accessible, you will spend less time and resources searching for and retrieving documents when needed.
If something happened to the office or facility where you keep your important documents – a fire, flood, theft, etc. – would you have a backup plan in place? Off-site document storage provides a secure backup plan for your important documents in the event of any unforeseen circumstances.
Making the switch to off-site document storage is a smart decision for many businesses, but it’s important to choose a reliable and secure storage facility. Advanced Data Storage is a trusted provider of document storage solutions, offering secure and organized document storage for businesses in a variety of industries. Contact us today to learn more about our services and how we can assist with your document storage needs.