Document Storage Service Milpitas, CA

Milpitas Document Storage

Your staff spends a lot of time and effort on document storage and looking for or retrieving documents. You need to have a policy for how long your office keeps documents. If you don’t, Record Nations Milpitas can help with that.

Record Nations Milpitas will connect you with document storage companies who can help structure an affordable process to securely store your physical and digital files. In California, the Rules of Professional Conduct recommend that attorneys retain client files for five (5) years in civil cases, for the life of the client in a criminal case, and 15 years in estate or trust law.

Healthcare providers must store patients’ medical records for at least seven (7) years after the last patient encounter. Old paper files can take up lots of square footage in an office. You’re paying for that space but it’s not generating any income.

All of the paper in your office can take up a lot of valuable and costly square footage!

Document Storage Options

Physical Document Storage is when you take your paper files and file cabinets to a secure environment away from your workplace. You’ll have extra square footage to improve working conditions or add a new service. In case of disaster, Record Nations’ network partner facilities can safeguard your files. They’ll be monitored 24/7 and temperature controls can protect paper from degrading. You can retrieve your documents whenever you need them.

Cloud Storage and Services

Cloud storage lets you remotely access your business records. The physical files may be stored securely away from your office, or you may choose to keep them right where they are. You’ll have unlimited storage capacity for digital files plus added protection including encryption and two-factor authentication.

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 Milpitas or Santa Clara County.
Choose your new provider and schedule when work will begin to get your documents into secure storage.

Call Record Nations Today!

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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(408) 320-0370

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 and materials 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.