Document Storage Services in Cape Coral, FL

Cape Coral Document Storage

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

Types of Document Storage available through Record Nations

Record Nations Cape Coral will help to connect you with document storage professionals who can help you to design a reliable, budget-friendly and secure storage process for your physical and digital files. In Florida, there are no official guidelines from the Florida Bar on how long a lawyer must retain client records, but regulations stipulate that trust account records, contingency fee agreements and statements of client rights must be retained for a minimum of six years. And healthcare providers have to keep files on a patient for at least five years after the last professional contact. That can account for a lot of office space dedicated to paper and to clients that are not generating income for the practice.

Storage Options

Physical Document Storage

Moving your paper files away from your office frees up usable space and allows for your documents to be held in a secure environment. Record Nations’ network partner facilities can ensure that your files are protected in case of disaster, are monitored around the clock and have optimum temperature controls. 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 may be stored securely off-site, or you could decide to keep them in your office while you also have cloud storage. Storage options offer unlimited storage capacity for digital files. Added protection features can include encryption and two-factor authorization.

Document Management System options at Record Nations

Document Management System Software (DMS)

Document management systems (DMS) use advanced software to automate document management. The system will make your workflow easier 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 near you.
Choose your new provider and schedule when work will begin to get your documents into secure storage.

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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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(239) 944-7391

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.