All serious companies who work for years have a ton of documents. Sometimes, this stack of documents can be so large that the managers simply don’t know what to do with them. They can’t be thrown away and if they could, the mess they’d do is too big.
If you find yourself in this kind of situation, you are probably thinking about a solution that will be the best for everyone in the firm.
Some firms decide to use professional legal document storage space and this way get rid of the problem. Others buy bigger offices with large basement spaces and turn it into their own archive space where everything is stored and ordered for easier finding later.
In this article, we’re going to highlight a few reasons why a professional company taking care of your documents is the best option, and why creating your own archives is not as smart. Follow up and learn more!
What do you get with pro storage?
It’s impossible to store everything especially if you’re a company that is from a medium size. Just one year of work will create so much paper that it’s impossible to make sense of it. This is why the pros can handle this issue for you.
Some of these papers are not needed anymore so they can be destroyed. Destroying them is not that simple as some might think, though. Imagine having 10 tons of paper and millions of leaves that need to be destroyed. You can’t do this with a simple small shredder that is being used in the office for daily needs.
What you need is a specially made space protected by people whose only job is to make sure your stuff is well kept. These people are going to provide coverage, protection, and make sure your belongings are always in the place they need to be.
What you get by letting someone else keep your docs?
Let’s say that your main priority in business is to provide a certain service. You’re completely focused on doing this job perfectly and all your efforts are toward that. You are a firm that is going to do everything for their clients because that’s how you get paid and manage to grow the business.
The same goes for these guys. They have made their priority to be keeping and taking care of your documents. They have special locations in which everything is stored perfectly. See more on this here.
You can choose how to be ordered, what to do with them, and how long a certain cluster should stay there. You can update them and generally treat the place as your own, with that difference that you’re choosing an outsourcing solution making sure that you can always count on them.
The best thing about choosing this solution is that you lower your risk of breaches, disasters, and losing something to a minimum. Since these guys are professionals, you can be sure that they are not going to let themselves any of the mentioned above. They practice and maintain protocols and regulations that provide the best possible protection.
On top of this, you can ask them to handle another important issue – shredding. Some of the information that is kept and shouldn’t be available to anyone anymore must be destroyed. To be sure that it is going to be destroyed, you need to either burn it or shred it.
Burning is environmentally dangerous and is not recommended. On top of this, burning on the open may cause a certain paper to fly off and end up somewhere relieving important information. That’s why shredding is the best option and you should always opt for it when destroying is needed. Read more about the guidelines these companies follow on this link: https://archives.un.org/sites/archives.un.org/files/RM_PDFs/guidelines_for_records_storage_facilities.pdf.
It’s important the outsourcing firm you choose to be legal. You don’t want any of the issues mentioned above to become a bigger problem because you didn’t choose a partner that’s working properly and with the law.
If you hire the perfect one, you will never even feel that you have an outsourcing partner managing your most important data. That’s why they are here, after all, making your part of the job easier.