There are a number of reasons why businesses trust us with their records management. Storing important data in an offsite and secure location provides extra security, ensures compliance, increased organization and easy access to records when and where they are needed. While an inexperienced business owner might hesitate to trust a third party company with the information and resources that are critical to their long-term success, the savvy businesses know that offsite records management is the only way to go. In this article, we discuss the key reasons why you may find real value in off-site storage of your most important documents.
Security
One of the biggest concerns business owners have is maintaining their files in a safe and secure manner. Onsite record storage can leave a company vulnerable to internal security hazards, such as damage, disorganization, and even corporate espionage. Happy Faces Records Management excels at protecting your records through the use of a sophisticated file storage system featuring 2d and 3d barcode tracking, climate controlled facilities, monitored and zoned fire protection, 24-hour video surveillance, intrusion detection systems, controlled access, and visitor identification verification.
An off-site records management company helps to protect your company in case of emergency and helps protect against misuse of sensitive employee information. Our unique security features are designed to provide your company with the utmost in record security and ensures that your most important documents are safe and accessible.
Compliance
Many companies also need to store certain documentation off site in response to compliance or legal requirements. Various federal and state regulations mandate the proper protection and destruction of sensitive data that may reside in your records. Furthermore, disorganized and unsecure document management can lead to legal penalties, audit requests, and fines. By outsourcing the management of your records to a qualified records management company, you can rest assured that your vital information and files are protected and in compliance with the necessary regulations.
Easy Access
By outsourcing your document and records management, important information is safe and out of the way, but still easily accessible. In fact, Happy Faces can deliver hard copies within two hours of a request, and electronic data in less than ten minutes.Our unique barcode technologies help us pinpoint your exact document quickly and efficiently, which is often more than can be said for most on-site filing systems. Additionally, Happy Faces offers a mobile app for iOS, Windows and Android devices which provides our customers with secure access to your data at the press of a button.
Improved Organization
Keeping records neat and organized is another reason that businesses come to rely on Happy Faces Records Management services. Hard copies take up a lot of space in an office environment. Modern, communal-style office infrastructure often leaves little to no room for clunky file cabinets or shelving. Offsite storage keeps your records at your fingertips, but not under your feet. This saves our customers time by making documents available at a moment’s notice while also saving them money by reducing costly office space needed for on-site document storage.
About Happy Faces Records Management
At HF Services, our imaging, destruction and recycling services make it easy to keep your data safe from prying eyes. We scan your documents to provide secure storage and destroy hard copies to protect privacy. Our processes conform to government regulations and consider environmental concerns.
HF Services provides highly secure shredding services and technologies that include a patented process for the shredding and recycling of medical film. Whether you are destroying paper-based documents or computers, digital media or other electronic items, our processes adapt to fit the needs of the items being destroyed.
