Dealing with disciplinary records
Choosing to store your company’s sensitive documents and records offsite can save space, time and money. It can free up prime real estate to expand other parts of the business, reduce the admin demands on staff, and make the existing records system more efficient.
The right document storage company should offer convenience, security and accessibility, so that businesses retain quick, authorised access to active records, while safely archiving inactive files in keeping with the requirements of the latest iteration of the Data Protection Act.
Here are four important features to look out for when choosing an offsite document storage facility.
1. Fireproof and waterproof space
Make sure the room at the document storage facilitywill adequately protect and preserve your facility’s information. This means offering optimum storage conditions, including durable archive boxes and a temperature-controlled environment, as well as protection against natural disasters. The latest fire-detection systems and flood protection are paramount to avoid compromising vital physical records.
2. CCTV and intruder detection
Keeping sensitive information safe from criminals is of the utmost importance when selecting a document storage facility. Ensure your records management company provides around-the-clock protection, including 24/7 digital CCTV and the latest intruder systems, plus a fully fenced perimeter where possible. This should help to make sure critical information does not fall into the wrong hands.
3. Controlled access
Only authorised persons and fully checked staff should be able to access your company’s document storage room. It can be difficult to keep track of such things with an in-house system – particularly if the archives are spread across numerous sites.
When outsourcing your document storage, be sure to protect the privacy of your records by being strict and clear about who comes into contact with them and the conditions under which they are able to gain access.
4. A thorough cataloguing system
It’s one thing for records to be safe, but they also need to be quick and easy to retrieve when required. Choose a document storage facilitywith a comprehensive cataloguing system – whether that means a unique reference code for each box or, if necessary, a bar code for every file.
State-of-the-art RS-SQL records management software, such as O’Neil Software allows the rapid identification and retrieval of files and gaining access should be a simple phone call or email away. Depending on how urgently they are required, documents can then be with you within as little as three hours.
Whether your company is archiving material purely for the purposes of compliance, or has reason to access information more regularly, moving the physical records offsite to a safe, secure and accessible document storage facility is the smart choice for any company looking to free up space, reduce costs and stay organised.
A good document storage roomshould ensure files are physically protected from natural disasters and environmental damage, there is adequate security to avoid criminal activity, and that only authorised people have quick, efficient access to the data. That gives your business peace of mind and means it is free to concentrate its efforts elsewhere.
Contact us today to learn more about our secure document storage facility and to receive a free quote.
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