Best Practices for Preparing Documents for Offsite Storage

Efficient management of physical documents is essential in today’s business environment. Keeping your company organized and compliant with legal requirements is not only key to success but also vital for maintaining operations.

For many businesses, offsite document storage offers a practical solution by providing enhanced security, better space management, and streamlined access. At Corodata, we specialize in offering secure offsite document storage services. We recognize that transitioning from in-office to offsite storage can be challenging, but with proper preparation and the right team, it can be a smooth and beneficial process.

Here are some best practices to help you prepare your documents for offsite storage.

1. Conduct a Document Inventory

Before moving documents to an offsite storage facility, it’s crucial to conduct a detailed inventory and categorize all your records. This process typically includes:

• Categorizing Documents: Sort your documents into distinct groups or categories to keep them organized and facilitate easy retrieval. Consider organizing them by type, such as client-facing documents, HR records, and other relevant categories.
• Identifying Retention Periods: Understand the required retention periods for each type of document. It’s important to retain documents only as long as necessary to avoid potential legal penalties. Ensure that you know which documents must be kept throughout the storage migration process and how long they need to be retained. Once a document is no longer needed, you can dispose of it securely.

2. Digitize Where Possible

Digitizing important documents before offsite storage adds an additional layer of security and offers several advantages, including:

• Ease of Access: Electronic records are much easier to retrieve thanks to quick digital directories. Additionally, they require significantly less physical space and effort to manage compared to paper documents.
• Reduced Costs: Digital documents occupy less physical space than paper documents, which can lead to savings on storage costs.

As always, when working with digital assets, you must ensure that files are securely backed up and that sensitive information is protected with encryption and access controls.

3. Label and Organize Documents

Proper labeling and organization of documents are critical for efficient offsite storage. Follow these steps:

• Use Clear Labels: Clearly label each box or folder with a unique identifier, including the category of documents and the retention period. This facilitates quick retrieval and inventory management.
• Create an Index: Develop a detailed index of the documents being stored, noting their location in the storage facility. This index should be updated regularly and made accessible to authorized personnel.

4. Implement Security Measures

Security should be considered first and foremost when storing any sort of sensitive document. At Corodata, security is our #1 priority and we will go to any length to make sure your data is as safe as possible. For us to protect your assets though, they must be properly prepared first. Here’s how you can ensure a smooth transferal of your documents and avoid any sort of security breach:

• Secure Packaging: Only package your documents in official boxes that are not only able to withstand a beating but also show evidence of tampering. You want to make sure that only the proper authorities can access the boxes while also being able to see if anyone else tried without consent.
• Confidentiality Protocols: Set up effective confidentiality protocols from the get-go and avoid unauthorized access to them throughout the entire process, from packaging to transportation.

5. Plan for Access and Retrieval

When storing documents offsite, retrieval is more important than ever. Being in a situation where you can’t access something because you’re locked out is not only very inconvenient but also avoidable. To ensure you can retrieve documents when you need them, consider the following:

• Set Up Retrieval Procedures: Establish clear protocols so that you can effectively request and retrieve documents from the offsite storage facility. Also, make sure that the people in charge of this retrieval process thoroughly understand the procedures as well.
• Utilize Technology: You’re investing in all of this new technology, so use it! Leverage all of the fancy new tech offered by your storage provider, such as online portals or tracking systems, to have a comprehensive overview of your entire repository. You should be able to know the status and location of everything.

Benefits of Storing Documents Offsite

Working with a trusted provider like Corodata to store documents offsite comes with several perks beyond what we’ve mentioned already, such as:

1. Enhanced Security: Our offsite storage facilities are equipped with state-of-the-art security measures. This means you’ll have surveillance cameras, access controls, and fire protection systems on hand at all times. All of this ensures that your documents are protected from theft, damage, unauthorized access, and other forms of malicious interference.
2. Extra Room: Remember all of that office space you’re no longer using to store documents? You can use it for other, more productive things now since you moved your documents offsite! Open a new office wing, rent it out, expand your team, build a break room—whatever you like. For those renting in upper-end neighborhoods where square footage is at a premium, this extra space can be a huge financial win.

Conclusion

Transitioning to offsite document storage can seem like a daunting task, but it doesn’t have to be. We’re here to make a complicated process like this a breeze. By following the best practices outlined on this page, you can ensure that your documents are organized, secure, and easily accessible.

At Corodata, we are committed to making this process as smooth as possible for you. Our comprehensive offsite document storage services are designed to meet your needs, providing you with peace of mind and the freedom to focus on your core business activities.