Despite the digital era’s intangible nature, there is still the need to produce hard-copy documentation.
The last thing you want is for this documentation to get out of control, taking up random office space in a manner that makes it near-impossible to find and at risk of compromise.
Enter the first-class document storage service to ensure your records are safe. They provide a safe and secure offsite solution for companies looking to correctly index their documents without the risk of theft or disaster.
But the best solution must have some key elements to ensure it provides the most efficient return on investment. Here, we will be talking about this imperative business service and the essential elements to look for when enlisting it for your company:
Your business needs a winning service
The best archive storage Australia has is designed to keep your records safe whilst alleviating a big in-office headache. If you know your files are getting out of order or downright messy, then you might be looking towards a winning solution to ensure their clean, indexed, and safekeeping.
Thankfully, the best service will have the facilities, technology, and industry k knowledge to keep your physical copies safe and easily retrievable.
However, there are various providers out there, so you want to look out for the following crucial elements to ensure the one you choose is going to give you the best results:
1. They should be renowned for safety & security
The first – and most important thing – when it comes to record-keeping is safety. Your potential provider must be able to show you how they keep their records safe from natural disasters, human error, sprinkler systems, and, of course, theft, and they should do so through the following:
- Safekeeping & security technology
- Intrusion detection systems
- Motion sensors
- Backup systems
- Onsite monitoring & digital surveillance
Furthermore, they should be able to assure you that their onsite staff are highly skilled, and experienced and have had the background checks to ensure their credibility.
2. They should have a robust organizational system
Another crucial element of the perfect record keeping solution is how easily you can retrieve important information. You want to be able to contact or visit the facility and quickly retrieve important documents, as efficiency is key to receiving the right ROI on your investment.
Therefore, you should look for a record-keeping provider who has the following:
- Secure online web access
- Barcode tracking
- Audit trails
- Inventory management databases
3. They must have a solid industry reputation
Your record-keeping service is imperative to your business’s success, not to mention vital to the privacy of your clients, staff, stakeholders, and more.
Therefore, you want to ensure that your potential record-keeping company has the reputation to keep your documents safe and sound.
Furthermore, do they have a good business reputation for providing a fluent, easily-accessible service that makes it a breeze for their clients to access their files? If they have a reputation for providing a dodgy access system then this is something you would like to avoid.
The perfect combination: Safety & accessibility
At the end of the day, the most important thing when choosing your record-keeping company is to find one that provides easy accessibility for authorized personnel whilst keeping well away from unauthorized individuals.
The provider should have a reputation for this and should be able to demonstrate it to you before and during your engagement with them and, if not, it would be best to look for a provider who can!