Why Store Documents Off Site
The main reasons customers store their records off-site are:
- They do not have sufficient or suitable storage facilities themselves
- They want to free up office space for office staff.
When office space comes at a premium, you do not want to have to move to larger premises, when by moving your storage boxes off-site you could utilise your current office space more meaningfully. By storing your documents off-site they are out of the way but
still easily accessible, through the next day delivery service.
If you store your documents off-site but in a personal storage space, someone still has to go from the office to collect the required documents. We have heard many a disgruntled member of staff talk about having to go to the store to collect a document, or a
director talk about forgetting to stop off to pick up a document because they were too busy and forgot.
With the next day delivery service the box containing your documents is delivered to the office, taking away the hassle and time of who is collecting the document and when.
Preparation for Storing Records Off-Site
If you have never stored documents off-site then it is worth remembering that you will have to do some planning and cataloguing prior to sending your files off-site. Part of the security of boxed off-site storage is that we do not know what is in your boxes, so before you send a
box to us you need to catalogue what is in each box.
Cataloguing the contents of your boxes is often a good time to consider whether you need all the information. If you can destroy any of the documents take this opportunity to weed out unwanted ones, it will mean you are only storing the information you need.
You need to give each box a unique number so that you can easily re-call the box you want. We will place a barcode on each box which is matched against your unique number every time you request a box.
Once you have catalogued and named your boxes they are ready to be sent to the store. When you first start you may find that you recall several boxes on a regular basis; this is quite normal and is part of the process for getting used to boxes being off-site. You
will very quickly get used to the system and will get to know when documents can be filed off-site.
|
