If you're at a point where there is no space left to store your company's vital records, then you may want to consider investment in records management storage facilities to safely hold on to your documents. Professional document storage facilities offer a number of resources to help you with your specific needs, so consider these factors when you're looking to store your commercial records.
Look For Protection From Heat And Humidity
Heat and humidity have the potential to destroy sensitive business records because of excess moisture in the room. This moisture can cause ink to fade, which will make it difficult to access older records when you need them. Commercial storage units can get really hot and humid during summers, so you should ideally look for climate-controlled storage facilities when it comes to records management. Climate controlled units maintain constant temperatures and control humidity levels even when the temperature soars outside. This ensures adequate protection for your documents while they are placed in storage units.
Ensure Safeguarding From Man-made And Natural Calamities
Apart from climate control for protecting from heat and humidity, your documents should also be protected from natural disasters, floors, fires and thefts, so look for records management storage facilities that offer all these document safeguard features while they are managed. For instance, some facilities offer fire prevention and detection features, while others offer 24/7 monitoring. Some facilities even limit access to screened and trained records management experts only. Records management storage facilities should ideally come equipped with all these safeguarding facilities for keeping sensitive business documents safe.
Look For Electronically Managed Storage Facilities
The way your documents are managed plays a big role when it comes to choosing records management storage facilities. Some facilities have manual systems for managing record inventories, which can be prone to mistakes. File retrieval is also time consuming and painstaking. Ideally, look for a facility with electronic document inventory management because this barcodes all your documents for easy retrieval later. You can easily ask for certain files online, so that you don't have to wait at the storage unit for someone to find them –– saving you plenty of time and perhaps money too. Other important electronic features include document indexing, scanning and imaging, which you may not have access to at a manual storage facility. Some records management facilities offer delivery options for documents when you need to retrieve them, which can be a huge benefit when you consider your busy schedule.