Self Storage vs. Records Center

So many organizations use self storage facilities for their file storage.  In fact, most small businesses use them and think that it's the only option.  FYI - it's not the only option!  It's actually the worst possible option for securely storing your business documents.  It is virtually impossible to stay clean after entering a self storage unit.  Dust accumulates and spiders thrive.  A storage unit doesn’t allow for improvising because you have to plan ahead to wear jeans and a t-shirt in order to retrieve a document.  A records center can help you stay clean.  Our records center is clean and equipped with professionals that retrieve files for you.  When you need a box or file, pick it up or have it delivered to your office.  

Storing in a storage unit limits you when accessing your documents.  Boxes are usually stacked on the floor, which means you must remove the upper boxes to get to the bottom ones.  If there is shelving, your boxes might be two deep increasing the amount of effort required to pull a file or too high to reach.  This takes time and effort, both unnecessary elements when searching for your documents.  Many times different individuals will visit the unit.  Because of this, the likelihood that documents are misfiled increases and with time, nothing is accessible.

At a records center your files are always easily accessible.  Each box has a unique bar code and is tracked at all times.  As files leave a records center, it is tracked so that it never loses its location.  Our web interface allows you to search for inventory by box or by file.  On the website, your boxes and files are always found and it provides a consistency in how your company handles its documents.

Documents are kept around for a reason.  If companies didn't have regulations specifying that they had to keep their files around for a certain number of years, I don't think that they would spent to store them.  So, they must be preserved in an environment that is safe and secure.  Water damage, security and compliance are only a few of the reasons that self storage facilities aren’t suitable for your boxes.  Our records center is kept under a watchful eye with 24/7 surveillance.  All boxes are stored off the ground and in a building that follows the regulations set forth by PRISM (Professional Records & Information Services Management).  

And the best difference between a records center and self storage facilities is that records center are less costly!