Document Storage Services in Palo Alto, CA

Palo Alto Document Storage

Record Nations has solutions for any kind of problem that your business may be having with document storage. If your staff spends too much time on document storage or retrieving documents, we can help. If you want to draft a policy for how long to retain documents, we can help. If too many of your documents are misfiled, we can help.

Record Nations Palo Alto will link you with document storage providers in your area. These experts can help you to structure a cost effective 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.

Doctors have to retain patients’ medical records for at least seven (7) years after the last patient encounter. That’s a lot of physical office space used up by paper files for clients that aren’t generating income for you anymore. All of that paper is costing you valuable and expensive square footage in your office!

Document Storage Options

Physical Document Storage

You’ll have more usable office space after taking your paper files and file cabinets to a secure place away from your workplace. In case of disaster, Record Nations’ partner facilities can safeguard your files. They’re monitored around the clock and have temperature controls to keep 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 whether the physical files are stored securely offsite or not. 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 Palo Alto 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!

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Orlando, FL

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Tommy

Ventura, CA

"Outrageously helpful. Probably saved me three hours of work. Thank you."

Sandy

Hicksville, NY

"The quick response and amount of information was impressive. I would highly recommend using Record Nations to find the right company for your needs"

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How Much Does Off Site Storage Cost?

Off site records storage pricing depends on a variety of factors like volume, size, additional security or delivery features, provider, and location. However, our partners' paper storage services typically cost 50-95 cents per box, per month. 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. Improve efficiency when you eliminate the task of rooting through physical files. Instead, leave it to Record Nations' partners to organize and keep track of retention periods.

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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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.