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Depending on the type of business you run will determine what type of information you will store. Certain information that is accumulated will be required by law to be stored for a certain length of time.

If your area of skill is mechanical engineering, it is likely you will store information such as people’s names and addresses as well as car details, along with this information; it is likely you will also have records of invoices that have been sent out to clients.

Information such as this means that you will be holding peoples personal information which needs to be kept on file for a certain amount of time under the law, however, document storage and the organisation of that information becomes an additional part of your business.

Considering most laws will require information to be stored for anywhere from 6 months to 3 years, this means that there is a lot of information that will build up and require attention, especially when it comes to retrieving all the information stored for the purpose of tax accountability.

For the first year or so, storing information may not become much of a problem, however, as time goes on, it is likely for those businesses who hold a lot of sensitive data will at some time need to give attention to the information and whether or not this information is safe and secure as well as organised properly for easy retrieval.

Outsourcing records and document storage may be something a company will consider if the office management of all of this information takes away from the time given to the skill area of the business itself, especially if paperwork seems to be taking over the office.

Since the information that is being stored is people’s personal information such as names and addresses and perhaps even financial information from invoices, the business storing information has a responsibility to keep this information safe and secure.

Most businesses will have a certain level of security in place; however, is the security sufficient enough when it comes to keeping important information safe? As well as keeping information safe from outsiders, is the information safe from unauthorised employees?

We all know that some smaller businesses will keep their documents stored in boxes in a corner of the office or in a filing cabinet, however, with all the information that is stored, is this a safe option when it comes to accessing private information?

Most off-site records management storage companies will dedicate certain areas for each company where only authorised access will be permitted. This ensures that not just anyone can access your information, but access will be pre-arranged by the company itself.

As well as access from the premises, documents can also if required, be scanned into an electronic system so that an inventory of the documents can be accessed online. This is a great timesaver when certain information is required rather than having to visit the premises to collect a document or request the storage company to deliver information to your desk.

As well as easy and authorised access, security is also in place to ensure protection of information, this includes fire safety including smoke detectors and sprinklers and 24/7 monitoring of your sensitive information.

All businesses have a responsibility of keeping information safe, and it can prove to be quite costly when considering what is required to ensure full security and management of information, therefore, considering outsourcing document storage could prove to be a better option which then allows you to concentrate more on your business rather than worrying about keeping on top of document storage in the office.