Organizations of all sizes accumulate paper records: it’s not unusual for a company to have upwards of 200 boxes full of contracts, agreements, and other items. There are two kinds of documents: ‘live’ files, which are consulted, or ‘dead’ files, which are kept for the sake of accuracy, consistency, and legal compliance.
Separating these files can be something of an ordeal – particularly if your records aren’t organized in any order or according to any system. Though dead files have no apparent use, the law may demand that you hold on to them for years, and possibly decades.
That is why businesses use Archive Box/Pallet Storage to store data securely.
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The penalties for failing to produce a document on request can be severe, so it’s important to know how long you have to hold on to a file – and when you can or should destroy it.
The other issue companies struggle with is simple document retrieval – days spent searching through archive storage is time wasted and often detrimental to business, as rapid retrieval is required.
Deep storage is a legal business requirement but it shouldn’t come at the detriment of business operations. At Access Records Management, we provide an audit service to identify the files you need to keep, as well as the space and facilities needed to keep them.
However, alongside the core archive storage offering, Firms provide courier services, locked data rooms for particularly sensitive documents (will storage or deed storage for example), and fireproof storage vaults in their branch.
You can also simplify the process of managing your documents electronically by using their digital scanning service.