1. Protection in case of damage to offices
Within an ordinary office there could be many hazards that would threaten the safety of your documents. This could be anything from theft to fire or water damage. If anything were to happen to your offices, it may bring peace of mind to know that all of your important documents are held in a safe place.
2. Well Protected
A purpose-built document storage facility will have many levels of security, ensuring that your documents are completely secure. For example, the PaperMountains Document Archiving facility has doors that can be both physically locked as well as accessible only to those with the correct electronic access requirements.
3. Cost Efficient
In comparison to the equivalent office space, the cost of storing one box of documents off site is much lower. By storing all rarely used documents you then open up a variety of options about the emptied space. You could even store all of your office documents and recall or scan documents as and when you need them.
4. Space Saving
Office space can be expensive and so it makes sense to use the space to its best advantage. Instead of storage, the emptied space could be used to extend the business, bring in additional income through renting it out, or even save money completely by downsizing the office.
5. Low risk of document loss
When you pack away your documents for storage a database is made of where exactly you place the documents. Once the boxes are in storage they are not touched until you recall them, which means you will always know where your documents are.
6. Longevity of documents
A document storage company will know the exact best conditions to store paper in order to extend their life. This includes the temperature and relative humidity of the room as well as how they should be packed. For more information on the factors we take into account check out “How to Protect your Archived Documents in The Colder Months.”
7. Easy Recall
As your boxes are entered into storage they are given a unique code with which they are then identified. Here at PaperMountains this code is also attached to a bar code which is then scanned every time it is moved or recalled, ensuring a fully auditable process. This bar code also ensures that at any one time a box can be found right down to its place on a shelf or pallet, meaning the recall of boxes is as fast and efficient as it could be.
8. Single purpose warehouse
When you use a document storage company, you know that the room in which your documents are stored is used only for the storage of documents, as opposed to a multipurpose office. This means that the environment is constant, which allows for the best life of paper. It also means that there is no risk of your documents being compromised.