Safekeeping: how to choose the right archive storage provider

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An organization shouldn’t allow its physical documents to pile out of control. Why? Because the job of self-storing these documents is time-consuming and typically leads to lost documents.

If your filing cabinets have been getting overstocked for years there is a chance that these documents are becoming old and potentially unreadable. Not only this, it is highly likely that these files contain personal or sensitive information that could easily be compromised given that staff don’t know what they are about or that they contain such sensitive information.

This is one of the reasons why your company needs the best archive storage Australia has to offer.

Let’s take a further look at why it’s important and how to choose the right provider for your organisation’s needs.

Your company requires a trustworthy solution

The in-office filing cabinets are just the beginning of what could be a very messy onsite problem. You already know that those files are becoming out of date, but what about those in your record-keeping section?

The idea of going anywhere near those files is a stress that no one really needs, so why not consider the awesome benefits that come with a professional archive storage provider?

They have the skills, facilities and technology to ensure your physical copies are properly looked after and easily retrievable when you need them most. But there are numerous archive storage providers out there, so how do you choose the right one for your organisation’s needs?

Here is how:

  • Choose based on security & safety

Your documents must be safe, and your potential archive storage provider must be able to show how they can keep them safe. Your storage provider must be able to keep your documents safe from theft, natural disaster, fire and the facility’s sprinkler system, as well as be equipped with the following:

  • Security & safekeeping technology
  • Intrusion detection alarms & systems
  • Digital surveillance & onsite monitoring
  • Motion sensors
  • Backup systems

What’s more, your storage provider should be able to assure you that their onsite staff have gone through extensive background checks.

  • Consider the provider’s organisational system

Of course, another key document storage element is how quickly and easily you can retrieve your documents. You want to be able to go to the facility and retrieve them quickly so as not to waste time and money in the process.

Therefore, it’s always handy if your potential storage facility has the following:

  • Barcode tracking
  • Secure online web access
  • Inventory management databases
  • Audit trail capabilities

 

  • Does the provider have a good reputation?

As you know, your documents are pivotal to your organisation’s success, as well as the privacy of staff, clients, stakeholders etc.

You have to be sure that the potential storage provider has a solid reputation for the aforementioned considerations. Are they well-regarded for their safety, with a clean record and without client concerns?

And, are they renowned for providing a streamlined, fluent archive access system that makes it easy for clients to retrieve their documents. If they have earned a reputation for providing a rather dodgy data access system then perhaps it would be a good idea to look elsewhere.

It’s a combination of safety and accessibility

As you can see, the key balance for an archive access company is to maintain a harmonious, flowing balance between safety and security. These are the two key considerations for choosing an archive storage facility as you don’t want to get caught out with a company that will only let you down on one or both of those important factors.