Document Storage Services in Rochester, NY

Rochester Document Storage

Have you considered how much time and effort your staff puts into document storage and retrieval? Do you have a policy or system for how long to keep documents? Do you know how much time is spent looking for a specific file? And what happens when no one can find a file? What do you do then?

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Record Nations Rochester will connect you with document storage providers who will assist you in devising a reliable, affordable and secure storage process for your physical and digital files. In New York, law offices have to retain files for at least seven (7) years after a legal matter is resolved. And healthcare providers have to keep files on a patient for at least six (6) years after the last patient encounter. That means a lot of office space committed to paper!

Storage Options

Physical Document Storage

Moving your paper files away from your office frees up square footage and allows for your documents to be held in a secure environment. Record Nations’ network partner facilities can protect your files 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 can be stored elsewhere or you could choose to keep the records in your office even though they are digitized. 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 make your workflow simpler by managing retention schedules and organizing documents.

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

Estimate how many documents your company needs to store remotely, 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! (518) 503-4822

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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(518) 503-4822

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.