What Makes a Good Document Storage Company

Document storage services are a blessing for companies burdened by tons of files and essential documents. Having such vital records professionally managed by a third party allows the company to save money and reallocate manpower to more pressing tasks. Now, what should companies look for when choosing a service provider?

Proven Experience

If important business records are to be entrusted to another company for safekeeping, it has to be to a company with extensive experience in document management. Look for companies that work with big businesses as well as important government agencies. Reputable service providers will gladly give a list of existing clients as references.

Secure Storage

Any document leak can prove disastrous to a company, thus, documents have to be stored in a secure facility with 24/7 surveillance. The building should also be fire and earthquake proof, so calamities aren't going to put your documents at risk.

Excellent Document Handling

Excellent document storage means that files are properly inventoried and archived. This allows for rapid retrieval should the client request for it. Furthermore, also look for flexibility, wherein the provider must offer various ways of delivering requested documents—as an email, data disc, or through postal delivery.

Guaranteed Shredding Services

The Data Protection Act of 1998 (DPA) requires all businesses and organizations to properly dispose of files containing personal information to prevent identity theft. If a client no longer needs to have documents stored, the storage company should also be able to destroy them in accordance with DPA standards.

Fires and Floods Can Claim Important Documents

If you keep important documents like birth certificates, land titles, and wills in a sturdy binder, give yourself a pat on the back—not many are as organized as you. However, while organizing your documents will ensure that they won't be misplaced, they may still be lost due to factors completely out of your hands. Below are two major disasters that you should protect your documents against:

Flood

While a little rain never hurts, heavy downpours may cause nearby rivers and other bodies of water to overflow. When they do, the flood waters will not only damage your home, but can also claim your important documents. Keep in mind that flash floods can occur with very little warning and can reach dangerous levels in a matter of minutes.

Fire

Fires can be caused by any number of reasons—a candle left burning in the bedroom, a faulty heater in the basement, a frying pan left unattended in the kitchen. Even with a fire alarm installed, a house fire can become uncontrollable and widespread in just about three minutes.

Before you can file an insurance claim after the catastrophes mentioned above, you have to present documents like your insurance policy first. Hence, it's recommended to have copies of these documents kept in a secure portable box and have the originals stored off-site in a rented safety deposit box or in a vault of a document management company.