If you run a business, you’re probably aware of the mountains of paperwork that are required to keep things running smoothly. However, it’s not always clear how these documents are stored, especially if you’re a new business owner. Should you be storing files onsite? In a secure facility? Digitally?
In this article, we’ll take a look at the difference between onsite and offsite document storage to help you determine which one is right for you!
One of the most popular methods of document storage is onsite storage. Many business owners elect to keep files on the premises because they like the idea of having them close at all times. However, there are a few important risks you need to consider with onsite document storage:
Theft – a large percentage of document theft is the result of disgruntled employees trying to get back at their bosses. If you store your documents onsite, chances are everyone knows where they are and just how important they are to your company.
Environmental damage – many office spaces (especially older ones) aren’t set up with the appropriate environmental controls to help protect physical documents. For example, changes in humidity and temperature can cause files to degrade.
Misplaced Documents – there are several things that go on at your place of business throughout the day. In this chaos, it’s possible that documents will get misplaced or lost. If you don’t have an effective filing system, it’s not a question of if, but when.
So, when is onsite document storage a good idea?
Generally, you should only store documents at your facility if you run a small operation. If you don’t have that many files, they will be much easier to keep track of.
Offsite (Storage Facility)
Offsite storage facilities are nice because they can help reduced clutter in your office and provide better protection for your documents.
Environmental controls – most purpose-built storage facilities will have humidity and temperature controls designed to protect your documents against extreme heat, cold, fire, and moisture.
24/7 Security – an offsite storage facility will usually have a state-of-the-art security system. Not only will they have cameras to monitor the entrances and exits of the building, but they’ll often have a team of security guards patrolling the premises.
Less clutter – if you keep your documents offsite, you have the ability to free up an enormous amount of space in your office. For example, think of that storage room in your office. You know, the one with mountains of boxes filled with paperwork.
If these boxes were stored elsewhere, what would you do with the space? A new breakroom? More offices? The choice is yours.
Looking for Document Storage in Edmonton? Western Archives Has You Covered
If you’re looking to move your important documents to an offsite storage facility, look no further than Western Archives. We own and operate one of the largest storage facilities in Edmonton which features 24/7 security and efficient filing systems. Please contact us today to learn more about how we can keep your documents safe!