Motivation to Outsource Record Storage
The typical reasons companies and institutions look for a new off-site, professional records storage company can be broken down into one of these topics.
EXISTING RELATIONSHIP WITH MULTINATIONAL STORAGE COMPANY: Many companies are tired of the lack of service they get from the large, multinational storage company. There is reported to be very little sense of the true attitude of service. There are also what seem to be arbitrary (and often) rate increases. So, you experience this and want to change. Watch out for the excessive exit fees. You may feel like they are holding your boxes hostage and you have to pay the ransom to get them back.
FILE SECURITY: The various laws state that you have to take all measures to keep your confidential documents protected. That means they are not available to just anyone who happens to be in your office. If your documents are just setting in file cabinets where anyone can view them, then you may not be complying with the various privacy protection laws. Who should you fear having access to your confidential files?
Store Records or Have Them Scanned, Which Is Best
Is it cheaper to store your records or have them scanned?
It is cheaper to store a box (or a hundred boxes) versus scanning them. However, once you start retrieving the documents, the cost evens out fast Suppose a box contains 100 files and you only need to retrieve each file about once every five years, then storage becomes much less expensive. Suppose the amount of time it takes to retrieve a file from the professional records storage company doesn't matter, since you might have more than a day or two's advance notice of when you need that file, then storage might be the way to go.