Sunday, 7 August 2016

What Are The Main Characteristics Of The Ideal Document Storage Provider?

When you have an off-site provider to take care of your records management needs, you experience streamlined business operations. But how do you select the right storage house to take care of your important documents and records? Here’s a simple guide with the right tips to help you choose the right document management system.

The first thing to tick off your checklist is to find a company that’s that suits your needs. Ask questions about the company’s mission and vision statement and see if that aligns with your own. How many years have they been in the document management system business? Why choose them? How do they differentiate from others? Are they capable enough to provide you with audited accounts and references? Are they a part of trusted trade communions?

There’s rapid rise in data theft incidents. Therefore, the main concern in today’s era of Document Management System is security of your information. The growing incidents of identity theft ensues us to rightly conclude that personal information is a much sought after ‘article of trade’ amongst all opportunist criminals. Nevertheless, security of data and information is important to protecting an organisation’s interest and the dignity of its employees, clients or customers. So, when you are outsourcing the upkeep of your important files, records and data you don’t want them to linger in the unknown.

You don’t want others to access this confidential information anyhow. Hence, you need to ensure that the security claims of your off-site document storage company is tried and tested through all means and meets the required standards you set within your own company.

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Thursday, 4 August 2016

How Does Off Site Storage Facility Help In Disaster Recovery?

What would you do if you find out that your records get blown up in flames due to fragile in-house storage? To prevent such situations, there are offsite storage centres that are equipped with advanced fire suppression gears.

Prevents the damage

Offsite storage centres are invaluable in terms of providing complete protection to your important documents and records. This enables the affected company to get back up and running.

Retrieval

Offsite storage centres follow an organised approach to storing documents which proves extremely handy during legal matters. Many disclosure laws require companies to release documents at the earliest. The Document Management System of offsite storage companies help you to index your documents to be easily found and retrieved, hence further aiding in disaster recovery.

Some tips to find an offsite storage company that meets your needs
  • Get several quotes for storage companies around your location to arrive at an informed decision.
  • Check and ensure the facility is equipped with advanced security and safety systems by actually visiting the centre.
  • Another necessary factor to check is the average time it takes for the company to retrieve documents at your request. It usually takes one business day but this is something you should always consider and make sure the company follows what it claims.