Brandon Document Storage
How much time and effort do your employees put into document storage and finding or retrieving documents? Do you have a policy for how long you retain documents? Do you know how much time is spent, on average, looking for a specific file in your office? And what do you do when a file can’t be found? These are questions you probably haven’t given much thought to.
Record Nations Brandon will connect you with document storage providers to help you design a process that you can afford to safely store your physical and digital files. In Florida, there is no mandatory retention policy for how long client files must be retained by a law practice, but trust accounts, escrow accounts and IOLTA account records have to be retained for at least six (6) years. Healthcare providers have to keep files on a patient for at least five years after the last patient encounter.
All of that paper can use up a lot of valuable and expensive office space on past clients that are no longer generating any income.
Document Storage Options
You’ll be surprised at how much usable square footage will be empty after you remove your paper files and file cabinets to be held in a secure environment away from the worksite. Record Nations’ network partner facilities can protect your files in case of disaster; they’re monitored around the clock and have temperature controls to protect paper from degrading. You can retrieve your documents whenever you need them. You’ll be surprised by how rarely you will ever need a physical file again once it’s in storage.
- Cloud Storage and Services
Cloud storage allows remote access to your business records whether the physical files are stored securely elsewhere, or even if they are still in your office. You’ll have unlimited storage capacity for digital files plus added protection including 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 document retention schedules and organize direct documents.
To start the storage process, you’ll need to do the following:
- Estimate how many documents you’ll need to store away from the office, including any that are oversized or have special storage requirements. Decide if you will need scanning or document destruction too.
- Call Record Nations to get free estimates on services from storage providers in Brandon or Hillsborough County.
- Choose your new provider and schedule when work will begin to get your documents into secure storage.
Call Record Nations Today! (561) 934-8921
