Even though most of the business you see happening these days seems to take place in the virtual world, most companies still produce a huge number of paper files. These paper files contain all different types of information, including sensitive company and customer information.

It’s imperative that all companies deal with their files and documents in a way that maximizes security and complies with all relevant laws and regulations. Off-site file storage facilities are designed to help with this very issue.

Why Do I Need File Storage? Companies generally need off-site file storage because

they lack the time and/or expertise to do it themselves. Creating a records management system isn’t an ‘if’ type situation, it is a ‘must’ type situation. In most cases, when a business tries to accomplish this task in-house, the results are scattered and fragmented and anything but efficient.

An off-site storage company has expertise at keeping files safe and secure, in managing disasters and in keeping it all organized so you don’t have to worry. Expertise, security and peace of mind are the reasons you need file storage. Of course, they aren’t all operating at the same level, so how do you know which ones are reliable and will give you what you need?

Do They Have Experience? Like with any service, it’s important that an off-site

file storage company have experience. Even better is if they have experience handling and storing files from businesses that are the same size as yours, in a similar industry as yours.

That way, you’ll know that they have likely encountered the same kinds of challenges and situations that they will meet with your account. Ask how long they’ve been in business, what kinds of accounts they’ve handled in the past, and if they have any reviews or testimonials you can read.

Do They Have the Right Tools? You might think that having some kind of warehouse and

someone to watch over it would be all that’s necessary for effective file storage, but that isn’t the case. Look for a company that has a storage room or vault that is both fireproof and climate controlled.

Keep in mind that you are entrusting your files to someone else so they remain safe. If they burn up or get damaged from high humidity or some other environmental factor, you won’t be any better off than if you tried to store them yourself.

It’s also important that the company you choose carry out all of their services at the one location. You don’t want your sensitive files and documents being moved around too much once they have arrived at the ‘secure’ location.

Do They Customize? Since you are going to use an outside

company to store your files, choosing one that will customize the plan according to your company’s needs would be a big benefit. Not all situations are the same, so a file storage company that has the capability to change things up and tailor your program to suit your specific needs and requirements is definitely the way to go.

Do They Shred? A company that shreds as well as stores

will provide you with an even greater peace of mind and more reliable service. You aren’t going to store your files and documents forever, and when you no longer need them they must be shredded.

Choosing a company that provides a secure shredding service along with a record of destruction for each job will make the whole process that much more secure.

Is the Process Easy? Since you’re probably seeking out an off-site storage

company because you can’t keep it all organized yourself, the last thing you want is for the process to be overly complex.

It must be easy to get all of your files to their facility, it must be easy to retrieve your files when you need them, and it must be easy to get rid of the files when you no longer need them. Basically, you need to sign up with a company that has the organization factor down to a science.

Take the time to ask a lot of questions about their process and even visit their facility ahead of time if you want. When you find one that is organized how you like and you feel confident it’s going to run smoothly, go ahead and move forward.