Your organization’s documents are among its most valuable assets. Whether you have them converted to electronic form or not, where to store the hard copies (records and/or images of any type), is not a decision to be made lightly.
Be sure that the company you rely on for hard copy storage offers the following:
- Tracking, indexing and retrieval of your documents at the box, file, or document level.
- Scan-on-demand, meaning your organization has the options of accessing your records digitally. Upon request, the document is pulled, prepped, scanned, formatted and transmitted to you and returned to storage, ensuring document access by authorized personnel only.
- Guaranteed, secure transportation by highly-trained personnel
- The option for long-term solutions, with archiving capabilities of your vital records prior to destruction.
- The option for destruction services, including secure pulp-mastication and certification of shredded materials.
Above all, your documents should be stored in a secure facility, one that is monitored 24 hours a day, 365 days a year; is constructed of concrete and steel; is equipped with heat and smoke sensors, motion detectors and a sprinkler system and, ideally, one that is within one mile of the nearest fire station. When it comes to your organization’s vital documents, you can’t be too secure.