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Storing Records: The Why & How

Documents can be a hassle these days between the threat of information theft and the various regulations concerning their handling. While it can be frustrating, these concerns are valid for various reasons. One question you may be wondering is the best means of storing your records.

Some records aren’t required to be stored for a length of time due to shredding requirements, but there are documents that should be stored. Why would you even need to do this, and how should you go about it? It’s not rocket science, but sometimes knowing where to start can be a big help to get things rolling.

a file being removed from a filing cabinet

Why Store Records?

First thing’s first: why would you store records when you can just shred them all and not have to worry about it? The answer is a simple one: there are just some things you need to hold onto. Between legal requirements and for the sake of your own records, some files need to be retained for a period of time.

Medical records, finances, letters of sales, etc, are examples of records you may want to store. Additionally, tax records and bank statements may also be on your list. For a business, you might have client files you need to hold, but don’t want to run the risk of leaving them exposed. Securely storing them helps to improve record security at the same time that it helps you declutter your space.

How To Store Records?

The reason for storing records is fairly self evident. Now we need to decide the best way to do so. You could of course do it yourself successfully with the proper considerations, but we’d humbly suggest using a professional document storage service. These services offer a number of advantages that you wouldn’t get on your own, at least not without great investments of time and money.

For starters, they provide you with an organizational system that keeps your records in good order, and easily retrievable, without you having to invest a lot of your own time into it. The secure storage facility itself comes with a number of advantages you won’t easily get on your own. The premises are secured against intruders with state of the art security systems, with only authorized, background checked personnel allowed entry.

Furthermore is disaster protection built right into the facility. What do we mean by disaster? This refers to things like: building fires, flooding, earthquakes (where applicable), etc. Disasters happen unfortunately, and it’s important to try to mitigate the damage where you can. Since the structure is designed with these in mind, you’ll find protections like: fire doors, fire resistant materials, strong shelving, etc. All precautions to keep your records as safe as possible.

Keeping your records as safe and organized as possible is important, and you don’t have to go it alone if you don’t want to. We’d like to suggest our services to you, should you be interested, simply let us know.