By Rich Martin and John Klise
When your important documents — tax records, files with client contact information, or other important data — becomes too much for you to handle alone, it’s time to turn to a records management company. With so many companies to choose from, how do you find one you can entrust with your sensitive documents and data?
These five tips will help you choose a records management firm that’s professional, secure, and provides the kind of customer service you expect.
Storage Shouldn’t Be an Afterthought
To find the best record management company, look for ones that specialize in document storage. This doesn’t mean a paper shredding company that also happens to offer document storage; you want a firm that focuses on effective, safe, and efficient ways of storing, locating, and tracking the status of all of their customers’ documents. Record management is about more than simply placing boxes of paperwork in a warehouse; it’s essential to work with a company that understands the importance of properly storing data, as well as disposing of it in a secure and timely manner when the need arises.
Comprehensive Tracking is a Must
You know the frustration of trying to locate an important file containing tax records amidst boxes or cabinets full of badly-organized paperwork. As the years go by and the amount of paperwork increases, that task can become seemingly impossible.
This is why a high-quality records management company will utilize tracking technology to organize your data. They’ll organize your documents, hard drives and digital files, or any data you store with them and place it in their inventory management database. Through barcode tracking, they can locate various boxes or even specific files when the need arises. Gone are the days of blindly rummaging through filing cabinets; a records management company will help ensure that important files are never lost and can also easily be found.
Find a Records Management Company with a Stellar Reputation
The internet is an amazing resource when you’re researching companies with which to do business. If a company is doing a terrible job, the news travels fast via online ratings. It’s also easy to tell which records management companies are going the extra mile for their clients. Search for online testimonials from previous clients to see what kind of experience they’ve had with a specific company. If you feel you need extra validation, don’t hesitate to reach out and call those clients. Most people are happy to share their experiences with a business — whether they were good or bad.
Make Sure They Can Properly Handle Your Needs
The scope of record storage needs can vary from one organization to the next; if you’re a small architectural firm, your document storage needs may be significantly less than a mid-sized law firm. It can be frustrating to kick off a relationship with a records management company only to discover that they don’t have the appropriate facilities to handle the type of storage you require. It’s equally frustrating when small companies find their needs are being ignored and they receive sub-par service due to the volume of business they represent.
As you make a short list of records management companies to choose from, be sure they’re experienced and welcome working with an organization of your size; this will make a huge difference in the quality of service you receive.
It can feel a bit intimidating to turn over all of your documents to an off-site management company, especially if you’ve handled it yourself over the years. With the right research, however, you’ll be able to find a company that will help put your mind at ease, as well as take mountains of paperwork off your shoulders.
Paper Tiger’s modern, secure facility includes a clean, private warehouse, steel racking, advanced electronic security monitoring systems, heat/fire/smoke sensors, and a comprehensive sprinkler system. Call 847-599-9700 to learn more about our records storage service. Be sure to ask about our offer of one month of free storage for new customers!