Document Storage Services
Improve Your Security and Efficiency with Document Storage Services
Record Nations offers secure solutions to keep your business records safe and organized. Document storage services protect your paper and data from damage, theft, and loss while improving their organization and accessibility. This combination allows you to free up office space and streamline your daily workflow.
We offer physical and digital delivery services, environmental disaster protection, and advanced physical and data security to protect your documents. Whether off-site or in the cloud, your records will be protected and accessible at a moment’s notice.
In addition to these benefits, off-site or cloud document storage can save you money in the medium and long term. Documents will be more accessible, saving your business wasted time trying to locate them, and the extra office space can be converted into spaces like meeting rooms or offices that enable your employees to be more productive with their time.
How Much Do Document Storage Services Cost?
Off-site document storage pricing depends on a variety of factors such as volume, size, additional security or delivery features, the service provider, location and more. However, our partners’ document storage usually costs between 50-95 cents per box, per month. You can learn more on how to estimate your document volume here. Off-site storage can be more affordable than storing in-office. Storage facilities protect your files from natural disasters, theft, and prying eyes while keeping them available to you.
The quote on a storage project is determined by:
- Volume
- Size
- Additional Security or Delivery Features
- Your Service Provider
- Location
Contact Us For Your Free Quote
We're here to help you explore your options and find the perfect service for your needs.
Service Options for Your Records and Storage
The Document Storage Service Process
1. You pack your documents into boxes, sorting them by department, purpose, and retention periods.
2. Contact Record Nations at (866) 385-3706 or fill out the form. We will connect you with multiple providers in your area to get you free quotes on your project.
3. Choose the provider that best meets your budget. They will come to your location to pick your documents up and transport them to a secure, off-site facility.
4. At the facility, the documents will be scanned, indexed, and stored based on your guidelines. If you choose to have digital access, they will also be scanned and uploaded to a document management system.
5. New documents can be incorporated as needed, and documents past their retention period are destroyed.
Why Choose Shred Nations?
Fast Turnaround
Get matched to a partner in 3-5 minutes. They will work with you to get a quote based on your specifications.
Nationwide Coverage
We have partners all over the United States and Canada.
20+ Years
Shred Nations has over two decades of experience matching customers to the right services.
Partnered with the Best
We are partnered with thousands of partners nationwide providing you with the best, secure options in your area.
Frequently Asked Questions
How do document storage services work?
1. You pack your documents into boxes, sorting them by department, purpose, and retention periods.
2. Contact Record Nations at (866) 385-3706 or fill out the form. We will connect you with multiple providers in your area to get you free quotes on your project.
3. Choose the provider that best meets your budget. They will come to your location to pick your documents up and transport them to a secure, off-site facility.
4. At the facility, the documents will be indexed and stored based on your guidelines. If you choose to have digital access, they will also be scanned and uploaded to a document management system.
5. New documents can be incorporated as needed, and documents past their retention period are destroyed.
How secure are your off-site facilities?
Our service provider’s off-site facilities come equipped with 24/7 monitoring and guarded perimeters as well as fire-suppressant systems and climate controls to protect from environmental disasters. In addition, all of our service providers comply with all state and federal privacy regulations.
What is the process for document retrieval?
Our service providers can provide 24/7 access and retrieval for stored files. Most files can be returned within the same or the next business day, but most providers will also offer emergency retrieval services.
What level of accessibility is provided?
Inquire with your service provider about any remote access, online portals, or other means of accessing your stored documents.
How much does document storage cost?
Typically, document storage services costs anywhere from 50-95 cents per box per month. However, the price will depend on the number of boxes you have, any prep work, indexing, additional security measures, retrieval options, and any more special requests.
How is document destruction handled?
When your documents are past their retention date or if you no longer need them, the storage facility has its secure shredder and will shred your documents themselves. Or, they partner with a secure shredding service to destroy your documents.
Can the service provider assist with document digitization?
Confirm with your service provider that they provide document scanning services. If not, we can connect you with another service provider who can help you with scanning.
How secure are cloud storage and document management services?
What types of documents can I store with your services?
Our storage providers can store and/or scan and store any type of document including paper documents, current digital files, oversized documents, medical records, legal records, and more.
How do I prepare my documents for off-site storage?
-
Sort and Organize: Before storing your documents off-site, sort them into categories based on their type, date, or other relevant criteria. Organizing your documents beforehand will make it easier to access them later.
-
Remove Unnecessary Items: Take this opportunity to purge any documents that are no longer needed or relevant. Dispose of outdated records following your organization’s document retention policies and regulations.
-
Boxing: Place the sorted documents into sturdy, archival-quality boxes or containers. Use appropriate-sized boxes to prevent overfilling and potential damage.
-
Labeling: Clearly label each box with information such as the contents, date range, and any other relevant identifiers. This will make it easier to locate specific documents when needed.
-
Inventory: Create a detailed inventory list of all the boxes or containers being sent to off-site storage. Include box numbers, contents, and any other relevant information to track the documents.
-
Protective Measures: Consider using archival-quality folders, sleeves, or envelopes to protect individual documents within the boxes. This can help prevent damage from handling, moisture, or environmental factors.
