If your business handles a lot of documents with sensitive information then high levels of security is going to be a priority. As part of your strategy it is important that you have different forms of storage, security and back-ups in place just in case something does happen to one of them. This will prevent you from completely losing important data altogether. Part of your strategy should include secure document storage at an off-site facility. When you’re looking for a document storage provider there are some important questions you need to get the answers to:
Does your Document Storage Service have CCTV and Intruder Detection?
Keeping information safe from criminals and unauthorised access is of utmost importance. You want an offsite document storage company that meets all legal obligations to securely store documentation using systems with 24/7 surveillance such as CCTV and intruder systems.
Your documents will be stored in secure storage facilities with L&R Storage that are fitted with the required security controls, such as internal and external CCTV surveillance systems, that protect and store documents. Your files are also guarded with BSEN50131 compliant intruder alarms 24/7.
Does your Document Storage Provider have Controlled Access?
If you store your documents solely at your office, you run the risk of unauthorised access. You want to know who has access to your business’s documents and having a document storage service with controlled access is vital. It is important that only authorised people in your team and fully checked staff have access to your company’s files.
To meet the highest security standards at L&R Storage we have a section in our contract to list personnel who are authorised to request data on your account. This means no one will be able to access your data, only authorised contacts who have made requests through our website or email will be issued with the documents. If you are unable to wait for the physical file to be delivered to you, we also provide a scan on demand service which encrypts the files before being sent via email.
Does your Document Storage Provider have a Professional Records Management System?
Although it is important for your documents to be stored securely, you also want them to be organised so that they are easy to access. By using a document storage company that indexes and catalogues your documents you will be able to retrieve them as soon as you need them; unlike if you were to keep your documents in a filing cabinet in your office where you waste time searching for the file you need.
When you store your documents with us at L&R Storage, we use industry leading technology such as the O’Neil records management software. Every file is barcoded to our management system which lets us identify and retrieve files quickly.
Does your Document Storage Provider offer Fireproof Storage?
You will want to make sure that your sensitive documents are stored in a temperature controlled environment with appropriate storage conditions that preserves your documents and protects your files in a natural disaster. This gives you peace of mind knowing that your data is protected and intact if something does happen.
At L&R Storage all of our facilities are fitted with fire alarms and secure, climate controlled fire vaults to protect against the risk of accidents.
If you are ready to start your project or want to request a quote for document storage with L&R Storage, make an enquiry now.