Records Storage & Management Tips
In an era that many thought would be paperless, it seems there is more paper than ever, and thus more and more businesses need secure records storage to alleviate overcrowded file drawers and ensure their vital, sensitive records are properly protected. While your office may already be overwhelmed with paperwork, there are ways to prevent the over-accumulation of documents in the future.
Here are a few tips that could help lessen the paper-driven clutter in your office:
- Buy a shredder or use a professional paper shredding service – Having a shredder on hand or an in-office shredding receptacle from an office service can help reduce the unruly accumulation of documents containing sensitive information.
- Make a full transition to digital records – Many companies that compile records electronically still maintain partial or even full backup of this data on paper. While making the leap to an entirely digital records storage system may be costly, it can be well worth the investment, and, if properly encrypted, can reduce the chance of information being hacked or dispersed by unscrupulous individuals.
- Regularly purge documents beyond a certain age – Periodically audit your records in storage and eliminate those which no longer need to be kept. In general, tax documents and medical records need to be kept for seven years, safety and fire inspection records six years, financial statements and freight bills four years, bank deposit slips and daily sales information three years, and stockroom withdrawals and budget sheets for two years.
At Philpot Relocation Systems, we offer affordable records storage for businesses of all types. Whether you run a clinic and need thousands of confidential records placed in storage, or supervise a college academics office and need to store graded assignments for your department’s instructors, we can provide the service you need. Our clean warehousing facility will has 24/7 closed circuit surveillance monitoring and is a secure place to store your sensitive documents.
For more information about our records storage service and to get a quote, contact Philpot Relocation today. We proudly serve businesses throughout the Atlanta Metro area, including those in Acworth, Kennesaw, Buckhead, and beyond. We also provide office moving services, corporate relocations, and more.