The Evolution of Document Storage

Document Storage, in different shapes and forms has been around for as long as we care to remember.  For those that don't know what Document Storage is, it's basically a means of retaining historic paper based information that might be critical to the running of a business over a set period of time.  

Whilst the roots of document storage may have been simply placing your documents into a box and storing it in a room or cupboard for safe keeping, todays methods of storage and retrieval can embrace technology, making it even easier and safer to store your documents than ever before.

Looking back over the years Document Storage may have originally been a simple box or filing cabinet in which a company would store their documents, for future reference if required.  These filing cabinets and boxes would, in time, start to take up a lot of space and eventually a whole small (or large) room might be used.

For some companies, especially those in areas where office space rental is at a premium it would make more sense to move these documents to a remote location.  However, the problem with remote locations, especially remote office space, is that the company management might not feel so secure or be as easy to access should the need arise.  This is where purpose built document storage facilities came in.

The purpose built document storage facility is run by a company dedicated to provided a safe, secure and accessible document storage service to its customers.  This is done by a formal method of storage (so you can find your documents efficiently) in an environment that is secured by both technology and security personnel.  It is not uncommon for these storage locations to be temperature controlled, to prevent premature ageing of your documents and in some circumstances your documents may even be scanned to the 'internet cloud' where you can then easily access digital copies from your own computer and desk in your office.

So as you can see, document storage has come a long way.  From a basic box in the corner of a room to a purpose built document storage facility.  Of course, the basic box storage is still an option, and may work for you if you only have a small number of non-essential documents to store.  However, if your documents require more critical or sensitive information and are required by your business for the long term, then a professional document storage facility is probably the answer for you.  Not only will it keep your documents in tip-top condition but will also give you peace of mind and allow you to get on with the running of your business.

How to get value for money on your off-site document storage.

Off-site document storage can be a bit of an unknown quantity at times.  For some people, its just a place to store paperwork away from their office.  For other people the mindset is totally different, and its a secure location where important documents can be safely stored for a number of years.

In many industries it is a legal requirement that paper records are kept for a certain period of time, so having a reliable document storage company is a weight of the mind of the business owners or directors if they know that the documents will be a) stored safely and b) easily retrievable.

There are many different document storage server providers out there all after your business, and the British mindset over the last few years has been to automatically go with the cheapest price, however, common sense would tell you that this isnt always the right way to go.  It's not the cheapest price that should win your business, but the best value for money.

So what does value for money mean?  Well, putting it simply, it means you are getting the best service for the money you are spending.  Is it better to pay a little bit more to get extra security of your documents, or are you prepared to risk the cheapest option and lose everything?

Value for money document storage would offer you a number of services which should really be considered a base standard.  For example, retrieval of your documents at any given time is a must.  It is not uncommon for a document storage service provider to ask you to book in a time slot to retrieve your documents, but how fast can they fit you in?  Ideally it should be same day / next day rather than next week, as sometimes you just don't know when you might need access to your archives.  Also, is the storage facility easy to get to via vehicle?

The next most important factor is security of your documents.  And I don't just mean security from theft, but also from fire, flood and humidity damage.

Is your proposed document storage facility equipped with the latest technology in CCTV and secured by actual personnel?  Do they provide fire and flood protection whilst keeping the humidity of the storage area at the right levels to prevent premature aging of your documents?

What additional extras does the archive facility provide?  Do they offer to scan and email documents to you? Or can you access your archives over the internet?  These are all things to think about when deciding which Document Storage provider is going to offer you the best value for money.