The cost benefits of storing documents offsite
If you’re a business that uses a lot of physical documents, records and paperwork as part of your operations, and especially if industry regulation requires that they are securely stored for several years, the logistics of this can be a real headache to manage.
Storing these documents on-site in your office premises can be problematic. Not only can having the physical space to do that be a challenge, and potentially have a significant cost, but it can also pose a security risk. For example, if the documents that you’re storing contain any personal or sensitive business information, you’ll need to ensure that they can only be accessed by people with a verified reason for doing so, and in line with your data protection policies. This might mean that they need to be stored in a locked area, which means that this space can’t be used for anything else.
This can have significant cost implications, if you are paying for certain office space that can’t be utilised in a way that helps make your business more efficient or profitable.
One solution that many businesses find highly beneficial is to arrange for the documents to be stored offsite in a purpose-designed facility. EvaStore Document Management are specialists in holding files and documents securely for as long as is needed and have built-in measures to protect against risks like fire and flooding.
Of course, there is a cost associated with storing documents in this kind of setting, but this is usually a fraction of the costs of keeping the paperwork securely on your own premises, taking up valuable space and limiting your own operations as a result.
Record management services that save you money
With your documents stored offsite in the capable hands of a specialist firm, you’re not paying your own staff to manage the records, keep them organised and retrieve specific files or documents when needed. This is included in the service provided when you store offsite.
You also don’t need to be concerned about security and limiting access to records with your own staff when your documents are stored with the experts. They have robust security protocols to manage the risks to data privacy.
If you’re currently storing your business documents on-site and want to discuss alternatives, our team would love to discuss some options with you. Get in touch to find out more.