Document storage is a useful service for businesses that need to keep documents on file, but don't have a lot of space for boxes of files. Businesses that offer storage for your documents come in many shapes and sizes, so it is important to find a business that meets your company's unique needs.
Types of Document Storage
There are three types of document storage companies commonly used by businesses. The first is a basic file storage company. These companies offer off-site storage for your documents. In most cases, you have to deliver the files to the storage location. If you need to retrieve a document, you will have to do it on your own.
The second type is a full-service off-site document storage company. These companies will pick up your boxes and take them to the file storage site. If you need a document, one of the company's representatives will get the file for you and deliver it to you.
The third type is an electronic document storage company. These companies keep your electronic files secured off-site. The transfer of files is done via the Internet through a secure website or a special program.
Benefits of Document Storage
You don't have to worry about losing your documents due to a computer crash or any other calamity. Your information is stored safely at another facility. This is a good option if you are storing documents that you don't want your employees to tamper with, as they won't have access to the documents.
Using a document storage company is more cost effective than buying or renting a storage facility. Additionally, you can easily adjust the amount of space you need with a storage company since you can increase the number of boxes you have stored or clean out files that are past the date you should keep them.
Choosing the Storage Company to Fit Your Needs
Security is the most important thing to consider when you are trying to find a document storage company. You don't want to be responsible for files that are lost in transit from your office to the storage facility. Because of this, you should find a company that offers document tracking.
Document tracking makes it possible for you to know exactly when the documents make it to the facility. Each box is scanned when it leaves your office and it is scanned again when it makes it to the facility. In most cases, you can track the boxes online.
Many document storage companies will scan the contents of your boxes to make it easier to find the documents you need. Should you choose to do this, you will have to allow them to label the boxes so that they can bring you the specific box that contains a specific document.
If you need a really secure facility, inquire about dual-locked storage rooms. This means that you will have a key and the storage facility will have a key. Both keys are required to open the storage room that holds your documents.
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