In any industry, document storage is important because it ensures smoother workflow. You have to understand that the right document management system can significantly reduce stress and it can increase productivity.
These days, businesses can utilise document storage or Records Storage Hong Kong solutions. Document storage solution secures inactive but critical files. On top of that, it also frees up space in the office because there is no need to put filing shelves, cabinets, and boxes.
It is important that you know when record storage is needed. Here’s when you need to pack your papers away:
If you have too many records to manage efficiently
If you notice that you have too many records but you cannot manage it efficiently, it is time that you think about packing your papers away. This will free up office space. More importantly, you are getting a professional to track and organise files for you.
If you want documents safe from disasters
When disaster strikes, it is important that your documents are safe and secured. If you want to protect your documents from natural disasters or accidents, you should think about packing your papers away.
If you have record retention requirements
You know the legal retention periods of files. If you do not track it well, it is time that you think about packing your papers away. The good thing is that professionals will track the times and manage it offsite.
What to look for in a storage service provider?
When you look for a storage solution, there are factors that you need to consider like the shelving, climate-control, fire suppression system, security, and pricing. The shelving is as important because it can prevent any water damage in case of spills and flooding. The facility should have a climate-controlled environment to prevent degradation and preserve the papers.
As with the fire suppression system, the bare minimum is a water sprinkler. When it comes to the security of the facility, it should be equipped with an alarm system with cameras inside and outside of the building. For added protection, there must be a pass card in every entryway. Finally, the pricing will depend on the price per box and retrieval process. Before you sign any contract, it is crucial that you read the terms and conditions.
Basically, outsourcing document storage and keeping records offsite eliminates the hassle of archiving and managing the records. More importantly, it can provide secure storage for sensitive information. You can also save money in the long run because you free up office space.