Document Management vs Self Storage Units
Many businesses still choose to store their documents in a self storage unit. We have been asked many times, what is the difference? Here are a few reasons why Off-Site Document Storage is the only option.
When choosing a self storage unit to store business documents you are paying for the entire storage area. If there is surplus space that you are not taking up this is not a cost effective method of storing your documents. With off-site document storage you pay per box or per file, meaning you only pay for the space you actually need.
Our records management database allows us to enter review and destruction dates for each of your boxes or files. When the boxes or files are no longer required, we take care of destroying these documents for you. As well as staying compliant, you will only ever pay for the length of time required. There is no need to outsource the shredding of these files, as we take care of it for you. A destruction authorisation sheet is provided, which requires a signature. A destruction certificate will then be produced for your records.
Whenever you need to access specific documents in your office, you need to travel to the self storage unit and locate the documents yourself. At L&R we deliver the boxes or files you need back directly to your desk, without you or a member of staff having to leave your office.Not only do we deliver your documents to your desk, you will also received a copy of the delivery receipt direct to your inbox. We can track and trace your files throughout their retention life cycle.
Our document storage facilities have been designed with security in mind. With multi-zone red care intruder alarms, CCTV and smoke detection systems, your documents couldn’t be in better hands.
Technology at Work for you
Our records management software allows us to manage your documents effectively. With document management all of these benefits are passed onto you, with features including;
- Bar-code Tracking
- 24/7 On-line Access
- Electronic Delivery & Collection Receipts
- Document Imaging (ScanBack)
In March 2012 L&R were instructed to remove boxes from a self storage unit, the client was paying £370 per quarter to store their documents in a self storage room.
We bar-coded all of the clients boxes, created a detailed inventory and moved 99 boxes from the self store unit to our storage hub.
We managed to save our client nearly £1,000 per year.