There's more to a document record storage company than just a place to stick files that you may need one day. These companies can be an effective and efficient way to manage your documents without the cost of maintaining a records storage room with a full-time records storage staff. While you may balk at the concept of having to pay these companies on an ongoing basis, the cost is actually less than you would pay if you had to pay even one staff member to monitor and organize a similar system at your office.
Basic Document Record Storage Programs
A basic document or record storage program offers only storage with minimal monitoring. These companies don't offer any special services. You will have to bring your own files in boxes to the facility where they are usually tagged and placed in a safe location. If you need files from the boxes, you will have to retrieve the boxes and find the documents on your own. These are ideal if there is only a very small chance that you will actually need documents from the boxes.
Intermediate Document Storage Programs
Intermediate level companies offer a few more perks than basic companies. Oftentimes, these companies will offer service options that allow you to call ahead to let them know what box of documents you will need. The company will pull the box and have it ready for you to pick up when you need it. In some cases, intermediate-level companies will require at least one business day to pull the box of documents you need. Many intermediate-level companies will offer this service as part of the package you purchase. Other companies will charge you each time you request a box of documents to be pulled. Because of this, you should carefully consider your needs before you sign a contract with a company.
Full-Service Record Storage Programs
Full-service record storage programs are the best of the best when it comes to document record storage. These companies will come pick up your documents from your office. They have online tracking so you know where you files are at any given moment. They will pull boxes of files for you if you need an entire box. Alternately, they will find a specific file in a box if you need only one and you don't mind them sorting through your boxes. Often, they will deliver the document to you personally or they will scan it and email or fax it to you if you need it quickly. Most full-service companies also offer document shredding and secure disposal. Some companies offer these with certain packages; however, you may have to pay a little extra for these services with some packages.
Pay for What You Need
It is important to really consider what you need before you sign a contract for document storage. While secure record storage is a little more expensive, it is worth it if you are dealing with secure files. Full-service programs may be more expensive than basic services, but if you will need the perks, the cost is worth it.
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