Providence Document Storage
How much time and effort do you think your staff puts into document storage and retrieving documents? Do you have a policy or system for how long to retain documents? Do you know how much time is spent searching for a specific file? And what happens when a file can’t be found?
Record Nations Providence will connect you with document storage companies who will help you to design a reliable, budget-friendly and secure storage process for your physical and digital files. In Rhode Island, attorneys have to retain case files pertaining to a specific case for seven (7) years after the disposition of that case.
Healthcare providers have to keep files on a patient for at least seven (7) years after the last patient encounter.
That means a lot of office space dedicated to paper, considering that there is no longer any income being earned from clients or patients in these cases.
Storage Options
- Storage of Physical Documents
Moving your paper files away from your worksite frees up office space and allows for your documents to be stored in a secure environment. Record Nations’ network partner facilities can protect your files in case of disaster, they are monitored 24-7 and have just the right temperature controls to prevent paper degradation. You can retrieve your documents whenever convenient and can track your retention schedules.
- Cloud Storage and Services
Cloud storage lets you remotely access your business records while the physical files are stored elsewhere or you might prefer that they remain in your office. Storage options offer unlimited storage capacity for digital files. Added protection features can include encryption and two-factor authorization.
- Document Management System Software (DMS)
Document management systems (DMS) use advanced software to automate document management. The system will streamline your workflow by managing retention schedules and organizing direct documents.
To start the storage process, you’ll be asked to do the following:
- Estimate how many documents your company needs to store off site, including any with exceptional size or special storage needs. Decide if you will need scanning or document destruction too.
- Call Record Nations to get free quotes on services from storage providers in your area.
- Choose your new provider and schedule when work will begin to get your documents into secure storage.
Call Record Nations Today! (401)-296-3323.
