Are you scratching your head, trying to figure out where to store your documents and files? Luckily, you can simplify your decision making process by process of elimination. Here are four places you shouldn’t store your business records, and why:
1. Self Storage Units
Storing your business records in a self storage unit isn’t secure or efficient. Most facilities lack on-site management and comprehensive security systems. Tenants and non-tenants can come and go as they please making self-storage units prime targets for criminal activity. And when a padlock is the only thing protecting your documents from the outside world, your sensitive information is at increased risk of being stolen.
Anytime access to your self storage unit, if available, is great as long as someone in your organization can to drive to the facility and retrieve a document when it’s needed. And since self storage facilities don’t offer barcode tracking, if your unit isn’t properly organized, finding that file could take several hours.
When running out of storage space, your basement may seem like a logical place to put your business records–but you may end up regretting that decision. Basements are prone to mold and mildew growth, which can cause your documents to deteriorate. Also, basements are home to pests and critters, either of which can make a tasty lunch out of your paperwork.
3. Your Office
The costs and risks of storing business records in your office far outweigh any perceived benefits. Commercial office space isn’t cheap, and file cabinets take up a lot of expensive floor space. And while storing business records under your own roof may or may not keep them safe from outsiders, it doesn’t protect them from a disgruntled or dishonest employee. Plus, a fire, flood, or natural disaster at your place of business can cause a total loss of vital documents and files. Because of these risks, disaster recovery experts recommend storing business records in a secure, offsite location.
4. Safe Deposit Boxes
Bank safe deposit boxes are great for keeping valuables safe. The main problem with storing your business records in a safe deposit box is accessibility. If an important document is needed when the bank is closed, you’re out of luck. It’s also very difficult for more than one designated person to access a safe deposit box. This is a major inconvenience if files have to be shared and distributed by several people within your organization. Combine all this with a small total storage space, and this option is out.
Fortunately, a solution is within reach. A professional records centre offers the security of a safe deposit box without having to sacrifice accessibility to your business records. Your files can be accessed anytime—on weekends, holidays and even after normal business hours—without ever leaving your desk. A secure web portal lets you request records for same-day, rush delivery.
It’s also important to consider cost. When it comes to affordability, there’s no better option than a records centre. An entire inventory of documents can be stored at a fraction of the cost of a safe deposit box, leased office space or a self storage unit.
Knowing where not to store your business records helps you narrow down your options to the secure, efficient and economical records centre.
FileBank offers records storage and management solutions to businesses throughout Canada. For more information about our services, please contact us by phone or complete the form on this page.