Archive storage is becoming increasingly popular for businesses looking to free up office space and secure their documentation.

Offsite archive storage is a great solution for to reduce storage costs, save time searching for information and improve your document management. Filing cabinets and archive boxes can take up
so much room, so uncluttering your office could potentially free up enough space for extra staff and help your business focus on more profitable activities.

Some storage facilities also have scanning services onsite, enabling documents to be retrieved and returned upon request in digital format. There are so many benefits to using archive storage for your business but how do you choose a facility that is secure enough to be trusted with your sensitive data?

How to identify a secure storage facility?

  • Check the premises have 24/7 CCTV. If the files you are trusting a third party with contain sensitive data you can’t risk the data getting stolen. You need to check the facilities have anti-theft measures in place like CCTV and perimeter fences.
  • Collection and retrieval. Normally when using archive facilities, the company will send a van to pick up your documents. Make sure the company is trustworthy by checking the security measures they have on their vehicles. If you’re using a reliable business, their vehicles will be tracked at all times so you know exactly where your files are.
  • Document Management Systems. Some companies will have document management systems in place so you can always be in control of your archived documents. Typical document systems will let you see the bar codes of documents so you know what it is in storage, let you control what happens to the documents – you can order their destruction or request their retrieval and you can view your financial statements relating to the storage costs. This gives you peace of mind as to where your documents are.
  • Fire and water protection. Natural accidents do occur but if you’re storing sensitive files and records, you want it to be safe from all potential hazards. Check the facility has fire and water detection systems that can provide early warning signs.
  • Argon protected storage. Before documents have been scanned and backed up, files are xtra sensitive. Argon protected storage is a high security measure taken to prevent fire damage. If a fire was to break out and smoke was detected, the argon system would reduce oxygen levels so a fire wouldn’t ignite.
  • Biometric entry systems. Fingerprint controlled entry to your document storage facilities in crucial. You don’t want sensitive data to fall into the wrong hands so knowing there are restrictions to the facility is reassuring.
  • Temperature controlled facility. As with all storage facilities, if you are planning to keep your property in the facility for a long time, you want reassurance that there will be no issues with damp or humidity. Check your archive storage has controls in place to prevent this.
  • Lastly, check for security accreditations. All of the above points are crucial to consider but if a company and its premises has been ISO accredited for Information Security they must be doing something right.