Offsite document storage is a cost-effective and practical solution for freeing up valuable office space, streamlining labor-intensive file management processes, and preventing identity theft and business fraud. Even with all those benefits, you need to carefully research your potential document storage provider before handing over your records to them for their safekeeping and protection.
Here are three essential questions to ask:
Question 1: How do you protect my offsite inventory?
When storing your documents in an offsite facility, you need full confidence your inventory is protected with the highest level of security. The records centre where your documents are stored should feature the following systems:
- Perimeter and internal alarms
- Security video monitoring and recording
- Motion sensors
- Smoke, heat and fire detection technology
- Entry access controls and monitoring
Only screened records management professionals should be allowed inside the facility. In addition, your records storage provider should be able to assign file access permissions to designated individuals within your organization so only authorized people have access to your inventory.
Be sure to ask if they are NAID AAA Certified, PCI-DSS Certified, and Privacy Plus Certified—this combination of certifications is the hallmark of a company committed to maintaining total information security.
Question 2: When can I access my files and documents?
It’s no good storing your documents offsite if you don’t have fast and easy access to them. A qualified document storage provider should give you 24/7/365 access to a variety of records retrieval and delivery options, including:
- Same-day service
- 3-hour rush delivery
- 90-minute rush delivery
- After-hours emergency service
With those options, you can request your documents via phone, fax, email or web or have them scanned and sent directly to your computer or laptop with a Scan on Demand service.
Question 3: Is your business PCI Compliant?
If your business has to follow standards set forth by the Payment Card Industry Data Security Standards (PCI-DSS) Council, you need a document storage provider who also complies with these requirements. A PSI-DSS certified records and information management service provider helps your organization meet PCI security standards by reducing the risk of consumer credit card account information theft.
They should be able to produce a full PCI Report on Compliance (RoC) by a Qualified Security Assessor (QSA), who has validated the following areas within their company:
- Physical security
- Proper documentation
- Confidentiality agreements
- IT system security
The knowledge that your records are safe and secure, easy to access and PCI compliant will ensure that you are comfortable with your decision to store your documents offsite.
FileBank offers document storage and records management solutions to businesses throughout Canada. For more information about our services, please contact us by phone or complete the form on this page.