Why You Should NOT Use a Self-Storage Unit
Here are some inquiries you should be asking yourself before dropping your records in a self-storage unit, whether you already do so or are planning to do so:
- Is it less expensive?
If you aren’t dangerously stacking boxes all the way to the ceiling, you are probably renting and paying for more space than you need despite the unit rental price appearing to be a bargain. And did you include in the cost of sending workers to go through and locate the necessary files? Don’t forget to factor in the price of low staff morale and pricey insurance claims that result from workers suffering injuries lugging heavy boxes or being involved in collisions while traveling to or from the unit. Over time, you end up spending more money and receiving less value than you would with a professional file storage service.
- Is it protected?
Has the storage facility hired staff, a security system, and cameras? Other storage customers frequently have 24/7 unsupervised access to the units around yours, even with a perimeter security system. This exposes your documents to vermin, moisture, theft, vandalism, and possibly dodgy landlords.
- Is it a formal setting?
What would you think if you knew your doctor or lawyer kept your personal or business information in a storage locker? The correct response would not be “confident.” Your company’s reputation is significant and ought to be handled accordingly.
- Is the document management system efficient?
The Sarbanes-Oxley Act (SOX), Gramm-Leach-Bliley Act (GLB), Health Insurance Portability and Accountability Act (HIPAA), and other regulations are all complied with by a professional records management company They are also insured, and have your files barcoded and organized for quick retrieval or scanning on demand. Hiring a professional company is much more secure than a stack of boxes of files in a storage space.
- Is the environment controlled?
Some self-storage facilities are climate-controlled, most are not. There is more to “climate-controlled” than merely temperature and this is usually not addressed in a Self-Storage Unit. Your documents are vulnerable to the effects of humidity, dust, air quality, mold, creepy-crawlies, and so much more even if a disaster doesn’t strike your unit. Don’t risk the air quality of a self-storage facility, as this will reduce the lifespan of your papers (or workers). Infoshred has a true climate-controlled records management system
- Is it practical?
Records management firms does all the work so that you may concentrate on managing your business in a professional manner. A self-storage unit may provide for your personnel with a musty little refuge to hide away from the office.
- Does it have disaster protection?
If you still need further proof that using self storage for company files is a bad idea, think about the possibility that fire, insect infestation, mold, or floods could wipe all your data. All structures are vulnerable to these problems, but self-storage facilities pose a significantly higher danger because the contents within are only important to you. At a reputable records center, we safeguard your documents and data. Your business records is our business.
It is neither cost-effective nor professional to store your company’s documents in a self-storage unit. Consult a reliable records management provider to maintain your business secure and professional.
Infoshred offers records and information management services to companies of all sizes and across all industries in Southern New England, Infoshred and Storage by Infoshred is SOX, GLB, and HIPAA compliant.
Request an estimate on our website or by calling 860-627-5800 to learn more. Our experts will ask you a few questions to better understand your requirements, after which they will tell you exactly what to expect from start to finish, including the cost.