Despite a lot of businesses now being online, there are still some businesses that have physical documents and information that need to be stored securely. Many turn to a secure document storage provider for ease and peace of mind. But how does it work? In this blog we will be looking at how off-site storage guarantees document security-
GDPR Compliant
Businesses such as solicitors need to retain physical copies of clients paperwork for legal purposes but they may not have the capacity to store these documents securely onsite.
By law, your archived information needs to meet the regulations of the data protection act 2018. This covers both your digital and paper documents.
Offsite storage also guarantees that you are GDPR compliant from storage all the way through to document destruction. If someone obtains unauthorised access to your confidential documents, there could be severe consequences for your business, not just for your reputation but legally too.
Save Essential Working Space
No-one wants to be working in an unorganised office where they can’t find the correct file they are looking for. When you use secure offsite document storage your files will be incorporated into a records management system where your documents are properly indexed and barcoded. This means your files will be able to be located quickly and efficiently.
Through utilising a storage company you will be able to use your office space more effectively and improve your employees’ efficiency. It also means that you don’t need to invest in your own filing cabinets, IT systems or storage infrastructure, therefore reducing your business expenditure.
Remote Access
Through archive storage you can control who has access to your documents and this even applies when you aren’t in the office. Access to files can be obtained through a secure web portal, which has a password protected log-in allowing authorised users access to the confidential files they need throughout the day. This is a perfect option for those businesses that offer hybrid working and need quick access to vital information.
Extra Security
Unsurprisingly, your office will most likely not have the standard of security that is provided by secure storage facilities. Your important paper documents will be guarded by using state of the art equipment such as; intruder alarm systems and fire detection systems continuously operating, CCTV surveillance and restricted access. This high standard of secure facility will be more beneficial than the traditional filing cabinet in the corner of your office which runs the risks of fires and theft or just general human error misplacing documents.
Avoid Unexpected Accidents and Disasters
You never know when an incident such as a fire, break in or flood is going to happen. However, it is best to be prepared for such circumstances just in case. Using the services of a secure document storage facility gives you reassurance your documents are secured offsite with a trained team and you will have one less thing to worry about in an already difficult time.
Document Storage with L&R Storage
Regardless of whether you’re new to document storage or you’re wanting to change your current provider, L&R Storage has the experience and knowledge to provide you with a document management solution that suits your needs.
Through a records management strategy we provide for you, your team will understand what is needed. We will assist you with everything from initial inventory creation and the use of barcode to storing and requesting documents to be returned to the office.
With enhanced DBS security cleared employees, you can be confident that indexing, barcoding and collections/retrievals all undertaken are carried out in line with ISO:9001:2015 and ISO:27001:2013, whilst still being cost effective and efficient.
If you are interested in archiving your documents with L&R Storage, a professional document storage company, one which you can trust, get a quick quote now.