Learn About Offsite Records Storage Costs
Offsite document storage is an important part of an organization’s information management strategy. Whether you’re a local business or a national company, you have an obligation to keep confidential business documents secure and accessible in order to maintain compliance with industry, state, and federal requirements.
If you’re considering an offsite document storage service but wondering if it will fit into your monthly budget, we have good news. Offsite records storage costs are typically very reasonable — and for the peace of mind, security, access, and convenience an offsite document storage provider offers, a partnership with a storage service can actually add a lot of value to your company, increase efficiency, and save your employees time and money.
Several factors determine offsite record storage costs. We’ll examine what determines the price, as well as how an organization can create value-added efficiency by using an offsite document storage provider, rather than storing records in-house or in a self-storage unit.
What kind of documents can be stored offsite?
Types of documents include:
- Tax records
- Financial statements
- Human resource records and employee files
- Accounts payable records and invoices
- Legal documents
- Insurance records
What determines the offsite records storage costs?
Keep in mind, when we refer to “offsite document storage” we’re talking about more than just a self-storage unit. We’re talking about a partnership with a professional record center that specializes in secure document management. Self-storage units may seem like a “cheap” alternative to document storage at a record center, but be mindful, that if a self-storage unit is “cheap,” the service and security is probably cheap too!
Volume is the most significant factor in offsite records storage costs. Many document storage providers will charge a monthly minimum that typically ranges between $75 to $175 for secure storage. If the volume of your records exceeds the minimum, the price is typically determined by cubic feet.
For active records storage, there is usually a cost associated with record retrieval and delivery if it is needed. Document management providers like Record Storage Systems offer document retrieval and delivery, but also offer scan-on-demand as a convenient alternative to physical file delivery. The customizable options to fit each client’s needs are a value-added benefit of offsite document storage.
Benefits of offsite document storage
The value of a partnership with a document management provider goes far beyond monthly document storage. When considering offsite document storage, it’s important to differentiate between secure storage at a records center such as Record Storage Systems, and a self-storage unit. While self-storage unit pricing is typically less expensive, self-storage units are also less secure, less accessible, and less convenient. Remember – you get what you pay for!
For organizations that value information security and compliance, want organized and accessible records management, secure document storage, and enjoy peace of mind, paying for professional offsite records storage costs are a great value for any company.
- Maintain compliance with industry, state, and federal regulations.
- Spend less time searching for misplaced files around the office.
- Be better prepared for audits and enjoy a smoother and more efficient audit process.
- Enjoy secure a record retention schedule that allows you to document shredding of your business records easily once they have outlived their usefulness.
- Free up valuable office space and decrease overhead costs.