Document Storage Services in Scotts Valley, CA

Scotts Valley Document Storage

Record Nations Scotts Valley will connect you with document storage companies who can give you the best options for secure storage of your paper files. In California, the Rules of Professional Conduct recommend that attorneys keep 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 have to retain patients’ medical records for at least seven (7) years after the last clinical encounter. That’s a lot of office space dedicated to old files. Space is money, especially when all of those files are not generating income.

Precious staff time is used on document storage and getting documents out of file cabinets every day. Do you have a policy for how long to retain documents? Could you find a specific file right now? What happens when a file is misplaced and can’t be found?

Document Storage Solutions

You can store physical documents away from the workplace.

Moving your paper files and cabinets away from your workplace frees up usable square footage. A lot of your space has been used for storing paper. Record Nations’ network partner facilities will safeguard your files in case of disaster. They have security systems monitoring the premises 24/7. Temperature controls maintain optimum storage conditions so that paper won’t degrade. You can retrieve documents whenever you need them.

Scan and store in the Cloud.

Cloud storage simplifies how you can remotely access your business records while the physical files can be securely stored elsewhere. You could also decide to store documents in the Cloud but still keep the paper files at your office. For Cloud storage, there’s unlimited storage capacity for digital files plus added security features like 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 retention schedules for documents and organize direct documents.

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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.