A combination of offsite storage and paper shredding services can work together to transform your office document management into a fine-tuned machine.
Where Do You Store What You Regularly Shred
Although more businesses are shifting towards paperless management, hard-copy records are still a reality in the modern workplace.
Whatever the reason may be for keeping paper copies, it’s standard practice to shred documents with sensitive information after, but that begs a new question—what’re the best practices for storing records before you destroy them?
Top Reasons Why Companies Use Storage
- Legal — HIPAA, FACTA, and other laws have strict requirements for how long specific information must be kept, and to better track records and utilize space many store inactive files at an offsite facility.
- Space — Office real estate is a valuable commodity and naturally every business wants the best bang for their buck. Storing records offsite can open up precious space for more productive purposes instead.
- Secure — Storing records in the office, especially for a long time, exposes them to risks like environmental hazards or theft. In past studies, as many as 20% of breaches have been caused by insider misuse.
- Time — 10 to 15 minutes a day filing records might seem short, but multiplying that by the number of employees and over the course of a year leaves a large bill to pay—a cost that offsite’s quick retrieval services wipes away.
Storage and Shredding Services Packaged Together
Offsite Storage Process
- You designate records you need stored.
- The storage provider comes to pick up files at your location.
- Your records are organized and indexed upon entry.
- Files are tracked for retention periods and quick retrieval.
- An industrial shredder is used to destroy records once they’re no longer needed.
Storing your inactive files and other records at an offsite facility comes as a package deal.
One of it’s most attractive advantages is the fact that once stored, you never have to worry about shredding again since providers will do it for you as part of their storage service.
Some facilities have an in-house industrial shredder while others partner with a service, but either way when it comes to factoring in shredding and disposal costs, the bill instead falls to storage providers.
Offsite Storage and Shredding Benefits
- Convenient — On top of coming to your location to pick up files, providers can also get any records you need fast with quick retrieval services. Besides just storing and accessing records, while they’re stored providers will track your retention times for you. And when you want them shredded, they can handle that too.
- Cost-Effective — Keeping records offsite removes a range of costs. In the office, it frees up extra space to use for more useful purposes and eliminates the time wasted by employees searching for files. Outside of operations, because storage facilities also have shredders on site, any money normally budgeted for shredding services is also freed up.
- Secure — Storage facilities are protected with 24-hour surveillance, while stored files are protected with climate-control and fire suppressant systems. Besides the facility’s securities, storing offsite also helps to keep sensitive information away from abuse or misuse. At an offsite facility, it takes more than a file cabinet key to steal your files.
What’s Your Plan for Storing What You’ll Shred?
Learn more and join in with companies including Amazon, Apple, and Costco who’ve gotten the best of both worlds with shredding services rolled into storage when you visit us at Shred Nations Today.
To get your free, no-obligation quotes in just minutes, give us a call at (800) 747-3365 or fill out the form on the right.