Document Storage Services in Providence, RI

Providence Document Storage

How much time and effort do you think your staff puts into document storage and retrieving documents? Do you have a policy or system for how long to retain documents? Do you know how much time is spent searching for a specific file? And what happens when a file can’t be found?

Record Nations Providence will connect you with document storage companies who will help you to design a reliable, budget-friendly and secure storage process for your physical and digital files. In Rhode Island, attorneys have to retain case files pertaining to a specific case for seven (7) years after the disposition of that case.

Types of Document Storage available through Record Nations

Healthcare providers have to keep files on a patient for at least seven (7) years after the last patient encounter.

That means a lot of office space dedicated to paper, considering that there is no longer any income being earned from clients or patients in these cases.

Storage Options

Storage of Physical Documents

Moving your paper files away from your worksite frees up office space and allows for your documents to be stored in a secure environment. Record Nations’ network partner facilities can protect your files in case of disaster, they are monitored 24-7 and have just the right temperature controls to prevent paper degradation. You can retrieve your documents whenever convenient and can track your retention schedules.

Cloud Storage and Services

Cloud storage lets you remotely access your business records while the physical files are stored elsewhere or you might prefer that they remain in your office. Storage options offer unlimited storage capacity for digital files. Added protection features can include encryption and two-factor authorization.

Record Nations offers cloud storage services to archive data

Document Management System Software (DMS)

Document management systems (DMS) use advanced software to automate document management. The system will streamline your workflow by managing retention schedules and organizing direct documents.

To start the storage process, you’ll be asked to do the following:

Estimate how many documents your company needs to store off site, including any with exceptional size or special storage needs. Decide if you will need scanning or document destruction too.
Call Record Nations to get free quotes on services from storage providers in your area.
Choose your new provider and schedule when work will begin to get your documents into secure storage.

Call Record Nations Today! (401)-296-3323.

Starting the Storage Process

Step 1Prepare

Assess the number of documents your organization needs to store off site. Take note of their size and if they require any special storage accommodations. Consider if your organization may need additional, customized storage services, scanning, or destruction.

Step 2Contact

Contact Record Nations to get free, customized quotes for storage providers in your area. Our experts can quickly answer any quesitons you may have about services.

Step 3Schedule

The provider(s) we match you with will contact you with service options. You choose who will transport and store your documents–and when.

Contact Us For Your Free Quote

We're here to help you explore your options and find the perfect service for your needs.

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(401) 296-3323

Frequently Asked Questions

How do I prepare my documents for offsite storage, and what types of items can be stored offsite?

Documents to be scanned should be well-organized and packed securely. You can store various items, such as paper records, legal documents, archival materials, and more.

How can I access my records stored offsite when needed?

Access to stored documents can be arranged by request. You can either request physical retrieval or, for some providers, access digital versions of your documents securely online.

What security measures are in place to protect our offsite-stored records from unauthorized access, damage, or loss?

Security measures for off site storage include controlled access, climate control, fire protection, and surveillance. Ask your storage provider about their specific security protocols.

Is my digitally stored data secure when stored offsite, and what security measures are in place to protect it?

Digital data is protected with encryption, access controls, and secure server infrastructure to safeguard it from unauthorized access or data breaches.

Where is the best place to store documents?

The best and safest place to store documents is in an off site facility. These facilities are monitored 24/7 and are climate controlled. This means your documents are protected from theft, prying eyes, and natural disaster. You are still able to digitally and physically access these documents when needed.

How do I store a lot of documents?

Off site document storage is a safe and efficient way to store any amount of documents. Facilities are climate controlled, secure, and are able to effectively keep track of both your materials and your retention periods for them. Off site storage facilities reduce your on site storage costs, save you time, minimize the risk of data breaches, and keep your offices organized.