We hear of companies opting to store their documentation in self-storage as opposed to secure storage. While it can seem like a quick and easy alternative to storing documents on site and at first-glance appears to be cheaper than secure storage, it can actually be a false economy. With compliance, cost, and security to consider, perhaps it’s time to make the switch to secure storage.
| What you are doing now… | …but have you thought about |
|---|---|
| We pay per storage unit, which works out cheaper than per box | It may be cheaper, but is documentation looked after in the same way as it is in secure storage? Can you confidently say that files are 100% secure? With secure document storage, you get a full audit trail via end-to-end barcode tracking. If you’re paying per unit are you absolutely sure you’re maximising your unit space for the money? Not keeping on top of your retention could be costing you precious space and putting you at risk of not being compliant. You’d be surprised how much you can fit in a box when documents are organised correctly and just how low the actual cost per box per month is. |
| We have a spreadsheet, we know exactly what’s in the unit | That’s great news! Having a proper document management system in place is vital, especially if you’re handling customer or staff data. If you’re using a spreadsheet, how often is it updated? Is there a system in place to ensure every time a document is removed from storage it’s logged? A common issue with a manual system is human error. With Archive-Vault as your secure storage partner every document is tracked via end-to-end barcode tracking creating a full audit trail. Another common issue with self-storage is files ending up in the wrong boxes. It’s far easier to grab the closest one than it is to hunt through piles and piles for the right box. If they even make it into a box at all! Not storing documents in a box risks damage, something that it’s very difficult to rectify and can mean you fall foul of data compliance regulations. With our Client Portal, you can track and manage your inventory live, taking the guesswork out of document management. We also help you stay in line with regulations by notifying you of upcoming destruction dates. Requesting a document is also easy and you know that they’re always going back into the correct box. |
| We have a member of staff that goes there when we need something | Putting a member of staff in charge of document storage can seem like a great idea, but often checking everything is back where it should be and monitoring potential damage is last on the list. It’s always best to work with a trusted partner whose main priority is making sure your documents are safeguarded. Another thing to consider is how much time it’s actually costing you for someone to go and locate a document. Not only are there health and safety implications of having one member of staff go alone, but there’s also the issue of locating documents. Is it really a good use of their time to spend hours searching through boxes of documents? Archive-Vault will locate, barcode track and securely deliver or collect documents at a time to suit you. We can arrange daily collections from your office or you can book them ad hoc via the Client Portal. |
| We make sure our staff know how to stay safe when retrieving documents | Training staff to stay safe is only half the battle. If there’s only one person going to the unit it can be tempting to do things the easy way as opposed to the correct one. All it takes is for a badly stacked box to fall or for someone to overstretch. Archive-Vault boxes are designed to be stacked, ensuring documents are protected. Our warehouse is also fully equipped with the right machinery and systems in place to ensure our staff stay safe and your documents remain in perfect condition. |
| The documents in storage are protected by CCTV | Having CCTV in place is great but it may not always be monitored. Often with self-storage, there will be people walking past your unit to get to their own – this poses a security risk and could have compliance implications. Another issue is protection from the elements. Can you be sure that the files in storage are protected from the damp? Damp documents can be irreversible. |
Although it’s tempting to see them as one, self-storage and secure offsite storage are two very different things and operate in different ways. With Archive-Vault you’re not just putting your documents in storage, you’re also getting a document management system with our client portal, stress-free organisation through our barcode tracking, and easy archiving with our collection and retrieval service. As well as keeping documents protected and staff safe.
If you’d like to discuss your needs, give us a call on 01603 720722 or email info@archive-vault.co.uk.
