Different Storage Containers

There are dozens of different box varieties made specifically for document management services. From simple record storage boxes to vented film cans, there are so many options that making a choice for what goes where can be daunting for any business owner. To give you a more rounded understanding of your different options, I've decided to do a series highlighting different boxes and containers. Beginning next week I will provide a detailed description of some of the more useful items each day.

Terms to Know in Document Storage

A term commonly used within the document storage business is "retention period." This phrase refers to the alotted period of time a particular document or group of files will be held at your document storage facility. Some paperwork, like tax forms and contracts will obviously be under a limitless retention period, but others, like emails and office memos may only need to be kept around for the duration of a project your company is currently working on. If you agree on a retention period with your storage center, also be certain that when your documents are destroyed they are hanlded as a certified destruction.

Online Document Storage

One of the recent trends in document management is online document storage. These services and programs offer some of the benefits of traditional document storage centers, minus several that are crucial to most businesses. Although employing an online storage service or a particular software that organizes and backlogs your files can be helpful, these programs still do not eliminate the problem of the massive amounts of hard copies most businesses still produce on a day to day basis.

One may consider using an online document storage program in conjunction with a more traditional storage center, but using a storage facility that offers scanning services and digital delivery effectively cuts out the need for both. If and when the business world makes the jump to 100 % paperless - I recommend investing in an online storage program. Until that happens, find a traditional document management center that offers all the services your company needs.

Storage Vault Security

Most document management centers offering film and video storage will advertise secure, climate controlled vaults. Security and a stable environment are easily the two most important aspects to a good film & tape storage program, but what does that mean exactly? Below, I've listed a few features and requirements that should absolutely be in place with the storage services you plan to use.

1. Climate Control. I've mentioned this in past entries, but I can't stress it enough. Look for a space that offers a computer monitored system that keeps the temperature and humidity in a safe range.

2. Keypad entry. A secure vault that allows you to customize an entry password is key for protecting your stored film and video.

3. CCTV and Motion Sensors. Many storage facilities offer vaults monitored with closed circuit television and motion sensors. This double dose of protection guarantees that you're materials are safe 24 hours a day.

Document Storage for Legal Services

There are few professions that produce the volume of files and paperwork that a legal office does. From depositions to memos - without a well organized document management system legal services can find themselves buried beneath a mountain of paperwork. Finding a document management center for your legal offices is a top priority. Here's a few things to consider when finding the right facility for your needs.

First, like finding a service for any type of business that requires quick and efficient retrieval of documents - be certain to find a place that offers digital archiving and barcode technology. This way, when you need a specific contract or case file, it's available at a moments notice.

Second, be sure to also look for a service with digital scanning and delivery services. This cuts back on unnecesary paperwork in your office and allows you to retrieve files without waiting for a delivery truck.

Finally, only sign on the dotted line for a company that specifically offers certified document destruction. There's no other business in the country that works with as many sensitive documents and information as the legal profession. When you need a file destroyed, you want the absolute knowledge that it's been handled properly and finished with a stamp of approval.