Blog – Document Recovery

Is Off-Site Archival Record Storage Better Than In-House Storage?

If a disaster struck your business, how would your documents fare? Unplanned events can have devastating consequences on your operations if vital information is lost. For this reason, document restoration companies recommend that you look to off-site storage solutions. As your business grows, so will the number of documents it maintains. Keeping records you don’t need daily access to at a secure storage facility offers benefits you may not have considered while enhancing business continuity plans.

Benefits of Off-Site Storage for Your Documents

Your documents are safer if there’s a disaster.

Records centers use advanced monitoring systems that detect flooding, water flow, fires and smoke every minute of the day, making it more secure than most offices and records storage rooms. If the unthinkable happens to your property, you won’t have to worry as much about document-related losses if you store vital and archived records at a remote location.

Make room to grow and save money.

Storing archival records in a remote location can be more cost effective than storing them on-site. File cabinets take up a lot of space. Those that are fire and water resistant can be expensive. Organizing and retrieving documents takes up precious time that your staff could dedicate to their primary duties. 

When old files are ready to be archived, storing them off-site keeps them secure and frees up space so you can grow your operations. Furthermore, a dedicated records center has special racking systems that optimize storage density and lower your storage costs. Storing files off-site also reduces the cost of document drying services if your business suffers a loss because fewer records will be affected. 

Improved Records Management, Accessibility and Regulatory Compliance

It’s simple to misfile and lose records, especially if they’re not tracked or labeled properly. At an off-site storage facility, your documents won’t get lost in the shuffle. Document storage facilities often offer professional record management services in which specialists label and index your records. When a facility uses integrated document management software with a barcode system, tracking records during their retention cycle remains simple and keeps you compliant with retention laws.

When a site scans your files, you’ll have instant access to them through a secure online system. Alternatively, the specialists may retrieve and deliver the files upon request. 

Improved Security and Privacy

Off-site records storage facilities use electronic access controls, motion sensors and comprehensive surveillance, enhancing the privacy and security measures your firm has in place. Document storage facilities also conduct rigorous background screens on employees and block access to the public, so only approved personnel can access archived records.

Enhance Disaster Preparedness and Business Continuity Plans

When you store vital and archival records off-site, you and your employees can focus on staying safe when a disaster strikes. Because the stored records are easily accessible, operations are more likely to continue seamlessly and you’ll reduce the need for archive restoration services.   

Tips for Preserving In-House Documents

Off-site storage is best for records that are vital to operations and those you no longer access often but need to retain. When storing records on-site, document restoration companies recommend the following:

  • Inventory the records and know their location
  • Prioritize records groups so you know which should receive attention first after a disaster
  • Make digital copies of important records
  • Store documents in a cool, dry, dark area on the upper level of a building, not the basement
  • Use acid-free materials to store records
  • Customize the storage conditions by the type of records archived

Museums, educational institutions, libraries, record storage facilities, government agencies, insurance companies and operations in a variety of industries have trusted Polygon’s document restoration services for more than two decades. Before your organization experiences a disaster, enroll in Polygon’s complimentary Code Blue program. In the program, a restoration specialist will help you develop a document recovery plan designed to reduce costs and hasten business continuity. Schedule a no-cost consultation today to experience why Polygon is a trusted document recovery leader around the world.