Storing Old Records Off-Site: What to Know

DixieMovingBlog

Does your small business have to keep old records, files, and data? Nearly all businesses must maintain storage of some type or amount of old information. But do you have to keep these records on your worksite? The answer is probably not, and you have a number of good reasons to move it off-site. Want to know more about using off-site storage? Discover answers to a few important questions.

Why Move Document Storage Off-Site?

Keeping old records is a risk to your business for several reasons. Most importantly for today’s business owners, it’s a risk for data theft and breaches of security. Depending on what information you must keep, you may have customer data, credit card information, employee personal information, and company trade secrets. And the longer this information is in your possession, the more liable you are for losses.

In addition, hardcopy documents are a fire and safety hazard. Boxes of flammable records that are unsupervised and often forgotten increase the chances of serious fire damage. All that material may also be dangerous for employees and customers to work around. It may cause tripping hazards, falling hazards, and even mold or mildew hazards.

Finally, storing large amounts of unneeded documents takes up valuable space on your property. How could you use some of that space better and more profitably? Most owners can think of plenty of better uses for valuable square footage.

Is Off-Site Storage Secure Enough?

So, clearly the business owner benefits from moving documents off-site. But is this a safe and secure choice? In fact, professional document storage facilities are generally more secure than your own facility. Document storage services are dedicated sites whose entire focus is preventing loss and theft of client data through good security and diligent oversight.

A proper storage facility is also usually a safer choice, especially for disasters. They have state-of-the-art fire safety systems and regularly patrol facilities to prevent damage. Their organization systems are also designed to stack and protect physical records safely over long periods of time.

Can You Access Your Records?

Storing materials is one part of the puzzle, of course, but you also need to occasionally access these. Will moving them off-site hinder your access? In a way, this can slow down the retrieval process somewhat. You may need to travel to the storage facility, and you may have to wait anywhere between an hour and one or two days for retrieval by staff.

However, seriously consider whether this really will cause your company any real detriment. Most businesses have a buffer of time in which to find and retrieve old files. And if you do find yourself in a pinch, the storage facility generally offers expedited and emergency service as needed.

How Can You Stay on Budget?

Any time a small business outsources work to professionals, they generally must be cautious about keeping costs in line. How can you do this when using off-site storage?

First, carefully consider how much you need to store. Many small companies keep more or less than they are required to simply out of habit or storage limitations. Instead, work with your accountant and attorney to determine exactly how much you must store and for how long. Then, utilize document destruction services to destroy old records that meet your retention schedule guidelines.

Second, keep track of how often you need to retrieve items and how quickly. You may be able to avoid paying extra fees for rush services by adjusting your ways of doing things. Or you might bundle retrieval to reduce how often you use this service. Talk with the storage facility about other tips to stick to your storage budget.

Where Can You Learn More?

Ready to learn more about how off-site storage works and how it can help your business? Begin by meeting with the pros at Dixie Moving & Storage, Inc. We’ll help you assess your storage needs and find the best solutions without breaking your budget. Call today to get started.