Many businesses are required to maintain large archives of documents, either because they still need the information or for compliance reasons. You may not need the information stored regularly but you do need to have it when it is requested.
As your business grows and matures with time, the paper that your company produces becomes more difficult to manage. Maintaining extra office space for the storage of these documents can be expensive or papers can often end up in odd corners such as the basement or an attic.
Archive storage in Epping is a service that allows you to clear out bulky paper documents that you don’t need on a regular basis and store them safely and securely. These types of purpose-designed storage facilities are a great long-term option for the storing of files that you don’t need on a day-to-day basis but still need to hold onto.
How Much Does Document Storage Cost?
The cost of the storage of your documents will vary based on a number of factors such as:
- The company that you work with
- How many documents you want to store
- The use of additional electronic organisation tools such as image manipulation or digital scanning
- How many times you’ll need to access or retrieve documents
Document storage facilities usually charge by the box; therefore, your price is calculated by how many boxes you need stored.
Additional Costs
Your document storage facility will also be able to provide you a retrieval service. This gives you the ability to request the retrieval of your documents when you need them. This cost is typically calculated based on how quickly the documents need to be retrieved: same day, next day, or out of office/overnight retrievals are possible. In some instances, document emailing and faxing is also available.
Hiring an Archive Storage
Typically, the storage of documents involves a lot of sensitive information. That being said, you obviously don’t want to hire a company that doesn’t uphold professional security standards. Often, this is information that you simply cannot afford to lose. It’s important to work with a service that you can trust to understand the importance of your documents.
Some things you want to consider when hiring archive storage include:
- What kind of security do they have in place for the physical protection of your documents?
- What kind of security do they have in place for the electronic protection of your documents?
- What kind of liability do they hold in case of a breach?
- Do they have proof of insurance?
- Do they guarantee the security that they provide?
Hiring for your document storage is not something you want to take lightly. Sure, you want to get the best price possible, but you also want the greatest protection and ease of access that you can get. If your facility is not going to make it easy for you to access your documents or they have certain cost parameters in place, you’ll want to make sure that they work well for your business and that you are willing to pay the price in case of an emergency.