The days of stacks and stacks of filing cabinets are long behind us. The modern age of records management calls for the security of offsite storage yet the convenience of cloud computing. But those two benefits don’t naturally come hand in hand. That’s why it’s so helpful to have a true partner in your records management strategy. We understand how important it is to keep your data secure and accessible at the same time. Digital access to offsite storage is the key.
Weighing the Benefits of Outsourcing Your Records Management
Obviously, the benefit of outsourcing your records management is in cutting down on the storage space extensive records archives require. Vendors can also provide impressive search and automation capabilities. As you might expect, the initial investment in moving to the cloud on your own can be a heavy burden. But working with a partner like Happy Faces can significantly reduce the lift on your end.
The question to ask once you are ready to take the plunge is what level of digital file management makes sense for your company. Do you still need the security and control afforded to you in the use of an on premise server? The benefits of such systems include less space being taken up by file cabinets and archives, and the easy management and searchability of digital files. It’s a nice blend of benefits, without the need to fully invest in cloud storage all at once. Both options come with their own pros and cons, benefits and challenges. For example, if you do not already have the infrastructure necessary to store your files on your own server, then the upfront investment to get your new digital file system can be more than is worth the cost.
Also worth considering is the security of your servers and whether they are protected from hacking, natural disaster, and outright theft. If you’re managing your own servers but are not a digital security expert, chances are you are at greater risk than you’d like to be.
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.
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.
Cutting Edge 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. This is achieved through sophisticated file storage systems including 2d and 3d barcode tracking. Also included are climate-controlled facilities, monitored and zoned fire protection, 24-hour video surveillance, and intrusion detection systems. Records are under controlled access, and visitor identification verification is required to access any documentation.
An offsite records management company helps to protect your company in case of emergency. They also help protect against misuse of sensitive employee information. Our unique security features are designed to provide your company with the utmost in record security. We ensure that your most important documents are safe and accessible.
To help you decide what solutions will work for your business, connect with the digital storage experts at Happy Faces Records Management today.