Document Storage Services in Newton, MA

Newton Document Storage

Have you ever wondered how much time and effort your staff puts into document storage and retrieving documents? Is there a policy for how long you retain documents? How much time is spent, on average, looking for a specific file in your office? What do you do when you can’t find a file?

Types of Document Storage available through Record Nations

Record Nations Newton will link you with document storage professionals to help you decide on a storage process for your physical and digital files that is affordable and secure. In Massachusetts, physicians must retain an adult patient’s medical records for at least seven years from the last patient encounter. Lawyers have to keep client files for six years after termination of the representation.

All of that paper can take up a lot of square footage in your office for previous clients who are no longer producing income for your business.

Storage Options

Physical Document Storage

After removing paper files and file cabinets away from your office to be held in a secure environment, you’ll be surprised at how much more square footage you have. Record Nations’ network partner facilities can safeguard your files in times of disaster; they’re monitored 24/7 and have temperature controls to protect paper from degrading. You can retrieve your documents whenever you need them.

Cloud Storage and Services

Cloud storage gives you remote access to your business records while the physical files are stored securely offsite, or you could still choose to keep them in your office if you want to. 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 manages document retention schedules and organizes direct documents.

Document Management System options at Record Nations

To start the storage process, you’ll need to do the following:

Estimate how many documents are to be stored away from your 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 quotes on services from storage providers in Newton.
Choose your new provider and schedule when work will start to get your documents into secure storage.

Call Record Nations Today! (617) 718-5460

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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(617) 718-5460

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."