To keep your business protected, you need to make sure you are not being complacent by storing your documents in unsecure locations. If you do you run the risk of losing your important documents and data through human error, natural accidents or cyber attacks. Without secure storage solutions, your documents could also fall into the wrong hands.
In this blog we will be discussing why you need to store your documents in secure locations & the benefits of having a document storage strategy.
Cyber attacks can happen at any time and you need to have the right security methods in place to keep your confidential information safe. For example, JD Sports was targeted in a cyber attack at the end of January which put the data of 10 million customers at risk. The customers concerned were people who placed online orders between November 2018 and October 2020. This showed how important having a records management system in place is, especially when you hold onto a lot of historical data. As a business, protecting your customers’ data should be a priority. If you haven’t got information stored in secure locations and something goes wrong, then you will lose the trust of your customers and you could lose a substantial amount of business.
By storing your documents in off-site secure locations, you can benefit from a document management system. This means that your files will be indexed and archived and you are able to request, arrange collections, scale up or down and manage the destruction of your documents whilst benefiting from high security standards implemented by people that deal with the security of documents on a daily basis.
Should you need a certain document with sensitive information, you want to be able to find it as soon as possible. When your documents are stored in filing cabinets in your office, files can be disorganised or put into the wrong place making them difficult to find. However with a document storage solution in a secure location, you will be able to access your documents easily and efficiently.
For document storage on a long term basis, you will know your documents are safe until they are no longer needed. Eventually your stored documents will need to be disposed of in a secured manner that is inline with GDPR. Storing documents off-site allows you to be notified when retention periods are over for certain files so that you can authorise the secure destruction of paperwork which is no longer required to be kept.
How L&R Storage can help
At L&R Storage we offer long term security for your sensitive documents with our document storage service. At our secure storage facility you will be confident that your files are safe as we help meet all legal obligations whilst storing your documents. You can be confident that there will be no unauthorised access to your files all the way through from collection to archiving to ultimate secure disposal. All of our employees are enhanced DBS security cleared and our secure facility has restricted access to all entry points, intruder alarm systems, fire detection systems and CCTV surveillance which are active 24/7.
Our scan on demand service is great for accessing specific confidential documents when you need them. We can retrieve the box with your pages in from our secure facility before scanning the document you need. You will then receive your chosen pages through an encrypted email to an authorised requestor or you can view it through our secure online portal.
Contact us today for more information about how we can store your documents in our secure off-site locations.