7 reasons to outsource your archive storage

Businesses who store their archive files on site often become exposed to security risks and additional costs that could have been avoided if they used a professional archive storage provider. Outsourcing the storage of your archive documentation is a simple and financially sensible solution that more and more businesses are utilising, and here are just 7 of the many reasons why.

1) The cost vs storing in-house

Investing in, purchasing, setting up and operating a professional document storage system in-house can be a significant investment financially. The extra costs incurred by businesses who store their own documents aren’t just for the equipment and square footage in the office, but also in terms of staff hours and security checks.

A document management system which is provided by a professional archive storage company offers a service where the cost is based on usage, so you are only paying for what you need to store.

Using an archive document storage company can help you stay compliant with the latest legal requirements for document storage and retention and destruction, including GDPR and the Data Protection Act, saving you time and money - while keeping you compliant with document destruction regulations.

2) Tame the paper mountain with the experts

The paperless office still hasn’t arrived. The volume of documents produced by even small businesses is huge, and can create many problems with storage as well as locating and retrieving information when it is needed. Staff also often misfile documents and don’t dispose of the papers correctly; possibly leaving you open to risk

Oh, and you won't be tripping over boxes stored all over the workplace, either.

3) Don't wait until you’re desperate

It's happened to us all. You think you've got it under control - and suddenly the problem becomes too large to easily deal with.

It has been estimated that a typical large business with 1000 employees wastes in excess of £2 million a year in time and lost revenue looking for information that is non-existent, can’t be found or has been destroyed when it needed to be retained.

4) Limit your risk with document tracking

The risks to your business are greatly minimised by having a trusted chain of custody in place for all your paperwork. Physical storage in your office can mean that your documents are moved from one place to another, and nobody knows exactly where they are at any moment in time. There are simply too many people with access to your documents using this method.

Document management reduces the risks involved with moving and using your files from storage. We'll bar code and scan your stored documents, place them on a unique bar coded rack in our storage facility. Any documents you request to be delivered to you are tracked both in and out of the storage facility, as well as when they’re delivered and picked up at your office.

5) Online tools for easy access

We all expect to find every bit of information we need in just a few clicks, so it stands to reason that we want quick access to all our archived documentation, too.

Online ordering will see your documents retrieved and delivered to your desk by a vetted employee of the archive storage provider – all you have to do is request a delivery or pickup of the documents via a website. You can also control who has access to these records, limiting your security exposure - and you'll know who requested exactly which box or file from us. When time is of the essence, files can be scanned and faxed or emailed to you on request.

6) GDPR compliance

As you know, the General Data Protection Act (GDPR) and the Data Protection Act 2018, have brought new rules regarding the usage, retention and destruction of personal data. Your business - even if you are a sole trader - are effected by these regulations. We can help you stay compliant with the rules for the destruction of data and help you to remain compliant with the new regulations.

7) Saves you money

Outsourcing the storage of your documents and archives saves you money in the long term. For example, if you have your own storage unit, you'll need to pay your staff to move boxes back and forth, taking them away from their desks and increasing the risk of health and safety issues, along with the possibility of lost documents. You’ll save both on the cost of the square footage to store the documents and employee time.

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From a single box to thousands, our experts can help you with your document storage needs. Simply Contact Us or call us at 0161 888 3398 and let us help with your archive storage requirements. 

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