When converting paper to data, don’t forget about hard copy storage

When converting paper to data, don’t forget about hard copy storage

Companies have realized the importance of converting their paper records to electronic data, but often it’s important to retain those paper records in some form. That’s why, when they’re seeking an outsourcing solution, firms should consider one that also offers the option of long-term hard copy storage in a secure facility.

Here are some of the features a storage provider should include:

  1. Fast, 24/7 access via the internet, phone, fax or email.
  2. Tracking, indexing and retrieval of your hard copy records and/or images at various levels – box, file or single document.
  3. Scan-on demand, which offers flexible options of accessing your records digitally. This involves documents being pulled, prepped, scanned, formatted and transmitted to you, then returned to storage, making sure that documents are accessed by authorized personnel only.
  4. Guaranteed, secure transportation of your documents by highly trained personnel.
  5. Destruction services, which offer the ability to decide if and when your documents should be shredded, with options that include secure pulp-mastication and certification of shredded materials.
  6. Reporting options, allowing you the ability to reduce your time in making key decisions, with inventory reporting and retention schedules reporting.

All those options are important to consider, but here’s the requirement that matters the most: Your hard copy documents should be stored in a secure building that is constructed of steel and concrete, included smoke and heat sensors and comes equipped with motion detectors and a sprinkler system. Also, for additional security, the storage facility should be located near a fire station that is manned 24 hours a day.

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