Imagine not having access to your most important business documents. How would it impact your organization? Could you provide your customers with the goods and services they expect? Where and how you store your business records matters. Here are three document storage options and the reasons why you should carefully consider each option.
A safe deposit box is kept locked within a bank vault. After providing proof of identification and signing a rental agreement, you receive a key to a box where you can store items of value. Access to your safe deposit box is restricted to you and anyone you’ve designated as a co-renter.
Because people associate safe deposit boxes with storing valuables like jewelry, rare coins and even important papers like deeds and trusts, it may seem like the ideal place to store your most crucial business records, too. But if you need a document or file outside of bank hours or on short notice, you’re out of luck. At most bans, you may only be able to access your safe deposit box Monday through Friday, 9 a.m.-5 p.m. So if round-the-clock accessibility to your business records is a priority, it’s best to consider another option.
A self storage unit is slightly more convenient than a safe deposit box when it comes to accessing your business records. Many facilities offer 24/7 access, allowing you to retrieve documents and files on your schedule, although some don’t. Either way, you don’t save time when accessing your records means driving to your-storage unit and digging through a pile of boxes. Plus, self storage doesn’t keep your documents safe and secure. Most facilities have nothing in place for mold abatement or pest control, and your business records are only as safe as the padlock on the door of your unit.
A commercial records centre is designed exclusively for the storage and management of business records. These facilities feature integrated systems that keep your business documents safe and secure:
In contrast to a self storage facility, access to a records centre is limited to background-screened and highly trained records management staff. These professionals organize and manage your files according to industry and legal information retention requirements.
Barcodes are affixed to your records for comprehensive tracking. You can request delivery of your documents anytime—even on weekends and holidays—offering the kind of effortless convenience that neither a safe deposit box nor a self storage facility can offer. When it comes to accessibility and security, a commercial records centre is the best storage option for your business records.
Your business records are your company’s most valuable asset. Consider your document storage options carefully and choose wisely.
Shred Guard’s document sister company, Docu Guard, provides records storage services for businesses throughout Atlantic Canada. For more information, please contact us by phone or complete the form on this page.