Document Storage Services in Rancho Cucamonga, CA

Rancho Cucamonga Document Storage

Have you considered how much time your staff spends on document storage and retrieving documents? Do you have a policy or system for how long to keep documents? Do you know how much staff time is spent searching for files? And what happens when a file isn’t found? What do you do then?

off-site storage with Record Nations Birmingham

Record Nations Rancho Cucamonga will link you with document storage pros who will work with you on designing an affordable and secure storage process for your physical and digital files. In California, lawyers are advised to keep client files for five years on civil cases, for the life of the client on criminal cases, and for 15 years on estate or trust cases. Doctors have to keep patient files for at least seven years after the last patient encounter. That means a lot of office space set aside for paper and clients that are not generating income for you.

Storage Options for Business

Physical Document Storage

Moving your paper files away from your office frees up a lot of square footage and your documents can be stored in a secure environment. Record Nations’ network partner facilities will ensure that your files are safeguarded during all types of disasters, are monitored around the clock, and have temperature controls to prevent paper from degrading. 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 safely away from your workplace. You could also decide to still keep them in your office while also having a digitized copy of each file. Storage options offer unlimited storage capacity for digital files. Added protection features can include encryption and two-factor authorization.

Types of Cloud Computing: Public, Private, Hybrid

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 documents.

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

Estimate how many documents your company needs to store remotely, 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.

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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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(747) 307-3664

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.