Information is a key asset of any organization or business, and that information requires a hands-on approach to proper management. All that time and effort to organize and maintain files (both hard copy and digital) can result in a great deal of wasted time and resources. Here are 3 reasons why you would benefit from off-site records and information management.
More Convenient
On-site file storage can be costly and very inconvenient. Finding the space and maintaining a functioning organizational system takes time and budget that many companies just don’t have space for. Whether you’ve lost critical information a maze of filing cabinets, or if you just need access to something quickly and easily, by far the best solution is working with a records management partner who can store your documents off-site.
By outsourcing your document and records management tasks, important information is kept safe and out of the way, but still easily accessible. For example, we at Happy Faces Records Management 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. Also, 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.
More Secure
One of the biggest concerns business owners have is storing their documents 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, off-site 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. The security truly can’t be beaten.
Better Compliance
There are many security and compliance concerns when it comes to destroying old business documents, but surprisingly many companies still fail to manage their documents properly. The risk of identity theft, improper use, and even fines due to compliance failures are all real risks of this kind of negligence. Depending on your industry and specific rules and regulations governing your document management, file storage can take up much more of your business resources than you might think. For example, many companies are required to store certain documentation for years, but find onsite storage too costly or inconvenient to do it properly. To avoid the risk of fines associated with compliance failures, consider partnering with the document management experts who can help you accomplish your compliance goals, conveniently and securely.
For more thoughts on how we at Happy Faces Records Management can help you achieve your business goals, contact us today.
