Hendersonville Document Storage
Record Nations Hendersonville will connect you with document storage providers who will advise you on the best process for securely storing your physical and digital files. In Tennessee, regulations require law offices to retain files for at least five years after a legal matter is resolved. And healthcare providers have to retain patients’ medical files for at least ten years after the last professional contact. That can account for a lot of office space dedicated to paper. And space is money.
Have you ever estimated how much of your staff’s time is spent on document storage and retrieving documents from file cabinets? Do you have a policy or process for how long you need to retain documents? How easy would it be for you to find a specific file right now? What happens when a file is misplaced and it can’t be found?
Options for Storing Documents
- You can store physical documents off-site
Transporting your paper files and cabinets away from your office frees up usable square footage. You’ll be surprised at how much space was actually used for storing paper. Your files can be held in a secure environment. Record Nations’ network partner facilities will safeguard your files in case of disaster; security systems monitor the premises around the clock; temperature controls are in effect for safe storage. You can retrieve documents whenever needed.
- Scan and store in the Cloud
Cloud storage is a streamlined way of allowing remote access to your business records while the physical files can be securely stored somewhere else. You could also decide to store documents in the Cloud but still retain the paper documents in deep storage in-house. For Cloud storage, there’s unlimited storage capacity for digital files plus added security features like encryption and two-factor authorization.
- Document Management System Software (DMS)
Document management systems (DMS) use advanced software to automate document management. The system will manage retention schedules for documents, and organize direct documents.
Contact Record Nations to Find the Right Service for You!
