Why use off site document storage?

Many sectors still heavily rely on paper records.

It’s a legal requirement to keep some types of records for several years before destroying. Depending on how many records you handle, this could be a significant amount of paper, taking up valuable office space. If you feel your office is gradually shrinking beneath piles of paper, then you could benefit from using off-site document storage.

Let’s have a look at the benefits:

Save space

With office space at a premium, you need to maximise the office space you have to be most cost efficient. Document storage costs far less to rent than office space. Removing cupboards and filing cabinets will give your team room to spread out, perhaps to add a breakout area or another desk or two. This increased sense of space will surely have a positive effect on employee productivity and contribute to a happier workplace.

Stay compliant

Only having immediate access to what you use day to day forces you to be more organised. Archive and data management is one of the major aspects of GDPR. As such, a process for managing records is vital to comply with the regulations. Moving records off site ensures you are handling data responsibly, highlighting your commitment to data protection. Use a professional shredding company to destroy out of date records to stay compliant.

Security monitored

One of the major advantages of off-site document storage is that it’s continually monitored by robust security systems. These are security measures that you may not being able to invest in at your office. Document storage facilities have been purpose-built and are extremely robust in terms of the protection they offer your valuable confidential records. They are access controlled, fire and weather-proof and use barcodes by way of identifying the items you have stored.

Allows you to expand workforce

With all the space created in your office, you may find that you have room to introduce additional employees to your business, allowing you to expand. This may be additional support or allow you to add a hot desk for temporary employees.

Peace of mind

By transferring your records to a specifically designed storage facility, you enjoy additional peace of mind that your records are secure. It removes the worry about an office fire, flood or theft of documents from your premises.

If you’ve managed the storage process correctly then you’ll have a record management system in place. As such, you need a secure document destruction service to manage your records. If you need some professional help to manage the destruction of your paper records, then please give the team at The Shredding Alliance a call for a quote.