Offsite Records & Data Storage in the Remote and Hybrid World

Remote-hybrid teams, a vital aspect of today’s evolving workplace, have been greatly accelerated by the COVID-19 pandemic. These teams, which combine in-office and remote work, are transforming the way companies operate. But with this transformation comes a pressing question: How should organizations manage their data and storage obligations in this new landscape?

According to Gartner, 82% of executives expected to offer some form of remote working arrangement at least some of the time. This means changes to workflows, processes, and collaboration, but one area that shouldn’t be forgotten is the impact of data security and the need for offsite storage solutions. So, how can companies orientate their storage needs to accommodate remote-hybrid offices?

What are the Benefits of Offsite Storage for Remote-Hybrid Teams?

Offsite storage solutions are nothing new. Companies have long confronted the issue of security by taking advantage of offsite document storage. However, remote and hybrid teams have much to gain from companies that invest in offsite storage. Storing your records offsite is a critical layer of security and convenience for far-flung teams. Cybersecurity risks remain critical. The stakes are high with legislation like the General Data Protection Regulation (GDPR) and equivalents worldwide. One misstep could result in:

• Six-figure penalties.
• Loss of customer trust.
• Severe disruption to your operations.

Recent surveys underline the urgency of the situation, with 66% of small businesses expressing concerns about their cybersecurity risk. For many, opting for dedicated offsite storage solutions is the key to mitigating these risks. It eliminates the need for costly in-house security operations centers and their associated personnel.

Moreover, choosing a reputable service provider ensures that remote-hybrid teams benefit from top-tier data protection. Another advantage is the reduction of local backup vulnerabilities to malware attacks. By storing data offsite, organizations ensure that they have a comprehensive backup plan in place, ready to aid in data recovery and damage repair should the worst-case scenario occur.

What to Do With Previous Onsite Storage Space?

Opting for remote or hybrid work arrangements can be a massive boon to your organization. You no longer need to worry about the costs of renting a full-sized office and the expenses that come with that. Offsite data storage allows you to continue to slash costs and free up your cash reserves.

Filing cabinets and server rooms consume a vast amount of space within any business environment. With more than half of pre-2020 office leases yet to be renewed, many companies are either doing away with their offices entirely or downsizing. However, others are renewing at a much lower price. Moving to offsite storage solutions means you potentially have a lot of space that can be repurposed for the good of your organization. So, what does turning your records storage space into profits look like for remote and hybrid teams in 2023?

Reconfigure Desking

Workers who spend a portion of their time in the office may still have the same complaints as before. Narrow cubicles and crowded desks can weigh on morale and lead to conflicts. Consider repurposing your previous storage space by reconfiguring your desking. Give your hybrid teams more space to stretch out, and don’t be afraid to think outside the box regarding comfort.

Create a Collaboration Space

Another option is creating another collaboration space. It doesn’t have to mean beanbags and ping-pong tables. But providing another space where teams can come together in a comfortable environment can get the creative juices flowing and nail that next big idea. This could be a formal conference room where teams can give presentations. Alternatively, it could mean constructing a hybrid space where hybrid workers can socialize and brainstorm. It’s all about what works for you.

Offer Additional Worker Perks

It’s well-known that executives are working to encourage more employees to return to the office, even if only for a day or two. One way you can use your previous storage space is to offer more worker perks to make the office a more pleasant place to work in. Some ideas could include:

• Fitness centers
• Break rooms
• Games rooms
• Expanded kitchens

Speak to your team to determine what they may want to do with that extra space.

Downsize Your Office

Finally, if your company believes remote or hybrid working is the future, you may want to change your office space entirely. Companies with larger offices may no longer see the financial value in maintaining a large space, meaning those old records storage rooms no longer have a purpose. Downsizing can have its benefits, including:

• Reducing your expenses.
• Increasing your business agility.
• Improving your brand’s posture.
• Generating more effective collaboration.
• Lowering your company’s carbon footprint.

Sometimes, the better option is to do away with your previous onsite storage space without repurposing. However, it largely depends on your brand’s vision for the future.

Offsite Data and Records Can (And Should) Still Be Destroyed

Moving to offsite storage solutions for remote-hybrid teams doesn’t change your responsibilities regarding which records must be secured, how long they should be secured, and how they must be destroyed. Domestic and overseas data protection regulations make no exceptions whether you store your confidential data in a filing cabinet or on the cloud.

That means you must continue to have an established, updated records retention policy and a clear pathway for shredding and destruction. Although it may seem like a burden, retaining and destroying data becomes far more straightforward when you choose offsite data storage and destruction with a provider like Corodata. Some of the benefits include: