Keeping your valuable records under your own roof might feel more secure because you know exactly where they are (unless they were moved without you knowing). The more sensitive the information, the more you may want to protect it yourself. However, you must consider so many risks present in your own location including lack of space, theft, mishandling, flood, fire and other common hazards.
A secure, climate controlled records center operated by document management professionals may be the best option for your business. There are numerous reasons to consider offsite document and records storage.
Be assured, not just insured!
Various catastrophes can befall any business location without warning. Even the most comprehensive insurance policy can never replace vital records destroyed in a fire or some other disaster. Recovery is much less costly and more complete when all critical documents are stored and backed up in a secure facility. Should disaster strike, nothing is destroyed and everything is retrievable on demand.
NEdocs has a full record storage center aside from our main document conversion facility. Inside this secure building is a 24/7/365 monitored, climate controlled vault where we safely store all types of media as well as duplicate copies of important records. This protected facility provides clients the peace of mind of having a complete records backup solution in place.
Out of the way… and readily available!
An accredited records storage facility should make retrieving your needed documents and records fast and easy. A document retrieval system provides two essential tasks. 1) Find and match query-relevant documents or records and 2) sort results according to relevance to provide the best possible matches. Copies of properly identified digital files can be quickly downloaded. Hard copies and physical media like CDs that match queries can be pulled and delivered or shipped upon request.
When considering offsite records management services, ask three questions about your physical data:
- Is it overrunning the office and displacing valuable space?
- Is it completely safe?
- Is it available as needed?
If the answer to the first question is yes, it becomes difficult to answer yes to the other two questions. That’s why indexing, filing, storing and retrieving important records – all from a secure, offsite facility makes sense for many types of organizations. NEdocs provides 24/7 access to clients for all their files stored at our locations.
How Audit-Compliant is your facility?
Hospitals, banks, public corporations, schools and government entities are often required to ensure the safety and regulation compliance of their documents. To better assist our customers in meeting their information security requirements, NEdocs completed a SOC 2 Type 2 audit covering the AICPA Security and Availability Trust Services Principles for document scanning and records storage solutions in both our Manchester and Hooksett, NH locations.
The SOC 2 Type 2 report is an objective audit conducted by a third party in accordance with attestation standards established by the American Institute of Certified Public Accountants/AICPA. These standards require a thorough examination to obtain reasonable assurance about whether controls are suitably designed and operating to meet applicable trust services criteria. The Type 2 report shows that NEdocs followed these standards for a full 6-month period, unlike the Type 1 which only accounts for “a point in time.”
While records storage solutions represent only a fraction of our business, we believe it’s vitally important for company officials and facilities managers to understand some of the benefits of offsite records storage and management services as well as how readily available they are.
If you have a document or records storage challenge in your organization, feel free to contact us online or call and speak with a document management specialist at (603) 625-1171.