Document Storage Services in Greensboro, NC

Greensboro Document Storage

Record Nations Greensboro will connect you with document storage providers who will make sure you know about the best options for safely storing your physical and digital files. In North Carolina, regulations require law offices to retain files for at least six years after the resolution of a legal case. And healthcare providers have to retain patients’ medical files for at least eleven years after the last patient encounter. That’s a lot of square footage consumed by paper files. And space is money.

Have you ever thought about how much of your staff’s time is spent on document storage and retrieving documents from file cabinets? Do you have a policy for document retention? How easy would it be for you to find a specific file right now? What happens when a file is misplaced and it can’t be found?

Record Nations offers offsite storage to the legal industry

Options for Storing Documents

You can store physical documents away from your office

Moving your paper files and cabinets away from your worksite frees up usable square footage. You’ll be amazed at how much space was used for storing paper. Your files can be held in a secure environment. Record Nations’ network partner facilities will protect your files in case of disaster; security systems monitor the premises 24/7; temperature controls allow for optimum storage conditions. You can retrieve documents whenever needed.

2. Scan and store in the Cloud

Cloud storage is a streamlined way of allowing remote access to your business records while the physical files can be securely stored somewhere else. You could also decide to store documents in the Cloud but still keep the paper documents in deep storage in-house. For Cloud storage, there’s unlimited storage capacity for digital files plus added security features like encryption and two-factor authorization.

Record Nations offers cloud storage services to archive data

3. Document Management System Software (DMS)

Document management systems (DMS) use advanced software to automate document management. The system will manage retention schedules for documents, and organize direct documents.

Contact Record Nations to Find the Right Service for You! (828) 738-1032

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.

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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.