Record Storage — More Than A Stack of Boxes or a Cabinet

What does record storage mean to you? You may be surprised at how many managers visualize stacked corrugated file boxes when they think of record storage. That may have been acceptable in the 1950s and even the 1960s, but today’s record storage is a much more sophisticated—and secure—undertaking.

When managers contemplate bringing their record storage into the 21st century, they key is to think digital. There’s no need to eat up your basement space or, worse yet, your precious office floor space with unsightly corrugated boxes or ugly metal file cabinets anymore. The smart business owner handles record storage by scanning paper files into a well-conceived document management system that has everything categorized with individual file numbers and locations that assure quick and easy access.

With such a record storage system in place you’ll put an end to the hair-raising fire drill of digging through dirty boxes buried in the basement as you try to locate an important, but erroneously filed, document. This fact alone is enough to make your office staff jump for joy when you introduce a new digital record storage methodology.

Think of it: critical files—years worth of them—can be reduced to a few CDs that are backed up and saved off site, giving your important records greater security. That’s peace of mind on corrugated box can ever equal! In fact, if you think about it, a corrugated box storage system is actually quite excellent kindling should a disastrous fire ever break out.

A good record storage system, planned out with the help of a knowledgeable records management partner, should offer these critical features and benefits:

• Easy and understandable system for categorizing and electronically filing digital documents so employees won’t want to sidestep your well-laid plans and system.
• Simple method of scanning and integrating existing paper documents so your staff will find the system easy to use.
• 24-hour/7 day access to your documents wherever you travel so that employees working off-site and with clients can easily connect to the documents they need.
• Password protected security features to keep sensitive corporate documents accessible only to those whom you want to see them.
• Outstanding backup and off-site storage plan that protects your records in the case of fire, flood, hurricane or tornado, giving you real peace of mind that your business is protected.

A really good record storage system also offers a schedule for destroying certain files you no longer need. This can be an automatic schedule for routine documents and it can include retaining certain important documents permanently.

A side benefit of utilizing a digital record storage system is the confidence such a system instills in your clients. One need only think about the impression that is made by a messy, “papers everywhere,” disorganized office to instantly recognize the value of presenting a clean, organized face to the world. A client can’t help but wonder how you can successfully manage their account if you can’t even keep your own documents under control.

Clearly, an investment in a good, logical record storage system is a boost to your business that will positively impact your staff and ultimately your bottom line.