Document Storage Services in Canton, MA

Canton Document Storage

Do you know how much time and effort your staff spends on document storage and retrieving documents? Do you have a policy or system for how long to retain documents? How much time does it take your staff to look for a specific file? What happens when a file isn’t found? What do they do then?

Record Nations Canton will link you with document storage pros who will help you to structure an affordable and secure storage process for your physical and digital files. In Massachusetts, law offices have to retain files for at least six years after a legal matter is resolved. And healthcare providers have to keep patient files for at least seven years after the last patient visit. That means a lot of your office space is taken up by paper and clients that aren’t generating revenue for you anymore.

Business Storage Options

Physical Document Storage

Moving your paper files away from your office frees up usable square footage and your documents can be stored in a secure environment. Record Nations’ network partner facilities will ensure that your files are protected during all kinds of disasters, are monitored 24/7 and have temperature controls to safeguard paper from degrading. 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 safely away from your workplace. You could also decide to keep them in your office while also having a digitized copy of each file. Storage options offer unlimited storage capacity for digital files. Added protection features can include encryption and two-factor authorization.

Document Management System Software (DMS)

Document management systems (DMS) use advanced software to automate document management. The system will ease your workflow 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 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 service quotes from storage providers in your area. Choose your new provider and schedule when work will begin to get your documents into secure storage.

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Service Options for Your Records and Storage

Document Scanning

Document Destruction

Digital Records Storage

Offsite Records Storage

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 a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.

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(978) 965-3604

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.

What Our Customers Say

Tina Xoom

"Thank you Fabian! I thought this process was going to be difficult and you made it a piece of cake. Thanks for the info and guiding me in the right direction. Very grateful, Tina"

Aaron McKinnon

"Connected me with a trusted document scanner fast! Thank you"

Cats Vermont

"Great customer service from Cindy! Got a call from her almost before I finished filling out my email request! Friendly, informative, and explained the next steps in the process of getting matched with a nearby service."