The Top Reasons Your Business Needs an Offsite Storage Solution
It’s a fact: Document retention is part of owning and running a business. But for many organizations, retention is a weakness rather than a strength. If this statement rings true for you, read on. In this blog, we explain the top reasons your business needs an offsite storage solution.
As office lease rates rise, in-house document storage becomes increasingly more expensive. Offsite storage, on the other hand, helps you save money. You only pay for the space you use, and your documents are managed by trained professionals. Transferring your documents to a records centre allows you to dedicate more space for revenue-generating functions and focus on your core area of expertise.
Privacy and Confidentiality
You have a responsibility to protect your employees’ and customers’ privacy. An unlocked file cabinet or storage room can lead to identity theft and fraud. Offsite storage minimizes the risks of storing in-house. Your documents are stored in a records centre that features the following systems:
- Access control
- Surveillance monitoring
- Barcode tracking
Access is limited to records management professionals who make sure your documents are secure and managed throughout their retention lifecycle.
If your business fails to comply with federal and provincial privacy laws, it may face stiff fines and penalties. As a result, it’s important to regulate and monitor access to employee and customer records. With offsite storage, only pre-authorized individuals in your organization can access files. All stored documents are organized and tracked through their final disposition. When they’re destroyed, you receive a Certificate of Destruction verifying your company’s compliance with federal and provincial privacy laws.
No one likes to think about worst-case scenarios. But failing to plan for them may jeopardize the lifespan of your business. Natural disasters and catastrophic events happen more often than you think. Offsite storage helps you prepare by offering a facility that protects your documents from fires, floods and natural disasters. A records centre features the following technology:
- High-density shelving units
- Advanced fire detection systems
- In-rack fire suppression systems
If a disaster strikes, your vital business documents are quickly retrieved for physical delivery or scanned for digital delivery to start the recovery process.
When you consider these top reasons to invest in an offsite storage solution, it seems like a no-brainer.
Phoenix Recycling provides records storage services to all of Manitoba. For more information, please contact us by phone or complete the form on this page.