Strong relationships are built on trust. Document storage is no different. You want a trustworthy storage provider, but before handing your documents over to them, there are several things to verify. Here are our four tips for picking the right document storage company:
Tip 1: Hire a Company That Specializes in Records Management
A records management company understands how important documents are to your business. That’s why they offer a turnkey solution for protecting your information from unauthorized access and disasters. And unlike a self-storage company, a records management company understands record retention requirements and can help you formulate a retention policy that conforms to provincial and federal requirements.
Tip 2: Verify the Record Centre’s Security
When storing your documents offsite, you need full confidence that your inventory is protected with the highest level of security. The record centre where your documents are stored should include the following security 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 records centre.
Tip 3: Ask about Accessibility to Your Inventory
Storing your documents offsite doesn’t mean accessing them should be a hassle. Ask a potential storage provider how and when you can access your storage inventory. You have several records retrieval and delivery options, including:
- Same-day service
- 3-hour rush delivery
- 90-minute rush delivery
- After-hours emergency service
- Scan on Demand service
If you aren’t offered these options, look elsewhere.
Tip 4: Make Sure Your Storage Provider is PCI Compliant
If your business must 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 systems security
Knowing your storage provider is PCI compliant helps keep your organization’s information secure0—and gives you peace of mind.
When you follow these four tips, finding a document storage company you can trust is a breeze.
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.