Offsite Document Storage: When Destroying Documents Isn’t an Option
The idea of storing physical documents might seem like a distant memory. However, many businesses still deal with physical documents that need to be stored securely and managed. Whether it’s due to legal requirements, industry standards, or the nature of the documents themselves, there are many different reasons why businesses are required to store documents. This is where offsite indoor document storage is the perfect solution.
What is offsite document storage?
Offsite document storage, also referred to as indoor document storage involves moving physical documents from your main location of work to a secure, remote location. The document storage facilities have been specifically designed to store large volumes of documents and ensure that they are protected from any damage including theft, and unauthorised access.
Why destroying documents isn’t always an option
Legal Requirements
Some industries have strict regulations regarding how long certain documents must be retained. Most commonly, financial institutions, healthcare providers and legal firms are often required to keep records for up to several years and maybe even longer. Destruction before the approved time period could lead to legal consequences and fines.
Business continuity
Original documents may be necessary for audit trails, verifying transactions and resolving disputes. In some cases, digital copies may not be considered legally valid without the original physical document to support them.
Confidentiality and security
Some documents may contain sensitive information that needs to be stored securely. At M54 Space Centre our indoor document storage offers enhanced security with 24/7 CCTV and manned security on site, this reduces the risk of any unauthorised access or data breaches.
Benefits of Offsite Document Storage
Enhanced Security: Offsite storage facilities provide robust security measures, including 24/7 surveillance and restricted access. This ensures that your documents are safe from theft, and other potential threats.
Cost-Effectiveness
Maintaining a large volume of documents onsite can be costly, considering the space and resources required. Offsite storage can be a more cost-effective solution, freeing up valuable office space and reducing the need for extensive filing systems.
Improved Organisation
Professional offsite storage services offer systematic indexing and cataloguing of documents, making retrieval easier and more efficient. This level of organization can streamline business operations and improve productivity.
Compliance and Peace of Mind
Knowing that your documents are stored in a facility compliant with industry regulations provides peace of mind. You can focus on your core business activities without worrying about potential compliance issues.
Offsite document storage is an essential service for businesses and organisations that need to retain physical documents securely and efficiently. When destroying documents isn’t an option, finding a reliable offsite storage solution can help you manage your records while ensuring compliance, security, and accessibility. By choosing the right provider, you can protect your valuable documents and enjoy the peace of mind that comes with knowing your records are in safe hands.
At M54 Space Centre, we are committed to offering a top-quality document storage service, so you can be assured your documents will be safely and securely stored with us at competitive storage prices. We also offer the additional benefit of an accessible lift, to aid in the transport of substantial documents. For more information about our indoor document storage solutions click here, alternatively, contact us today.
