You know too well that information is a key asset in every business. Managing information is not easy because it can be stored in many places and forms. These actually make it difficult to track and manage document efficiently.
The proven way to manage information is through offsite document storage. You have to know that Records Storage Hong Kong can maintain your records in specially designed warehouses. With this, you will not waste office space because of filing cabinets and boxes.
If it is your first time hearing this solution, here are things that you need to know about it:
What is a document storage service?
Document storage service is an archive facility that can let you store documents securely. The facility is equipped with strict measures to protect your documents from different disasters.
Will they provide filing shelves and boxes?
The filing shelves are important. The document storage service should provide metal shelves. Boxes should never be on the floor to prevent any water damage caused by spills or flooding. In terms of document storage boxes, you can choose to use your own storage boxes or they can supply it to you.
How about tracking and indexing?
As with tracking and indexing, the document storage service will provide a full record together with an audit trail. This means that each box will have a barcode then it will be scanned to track the documents through all the stages of transportation and retrieval process.
What if you order document retrieval?
In the case of document retrieval, you simply order files and boxes back any time by emailing or calling the document storage service provider. As soon as you are finished with the document, the service provider will collect it and return it to their offsite location.
What to look for in a document storage service provider?
There are many service providers out there but if you want to choose the right one, you should think about the facility and security. The facility should have a climate-controlled environment to help preserve the documents and prevent degradation. Aside from that, it should have a fire suppression system.
Finally, the site should have a reliable security. Check if there is an alarm system with cameras located inside and outside the storage building. For added protection, the facility should require a pass card for every entryway. More importantly, there should be security guards on duty at all times.
Document storage is an important matter in the day-to-day operations of the company. Whether it is offsite or not, you have to think about the safety and security of the documents.