Today’s world is digital-driven, but storing physical documents continues to be essential for businesses and individuals who manage any paperwork requiring protection or sensitivity. Self-storage units for documents and supplies provide a convenient solution, but choosing the right one does require careful consideration.
Before committing to a document storage service, consider these eight questions to ensure the highest levels of convenience, security, accessibility, and efficiency:
1. Is It Climate-Controlled?
Climate-controlled storage ensures your belongings are protected from extreme cold or extreme heat. As a general rule, if the units are indoors, you’ll have access to climate control; if they are outdoors (such as shipping containers), you won’t.
2. Are Units Flexible in Sizing and Cost?
Over time, your storage needs may change. Maybe you will safely destroy paperwork and downsize what you hold, or you’ll be adding more files over time, and you will need more space. Ensure the facility can accommodate you either way, and that the pricing structure for changes is transparent.
3. What Access Hours Do They Have?
Do you need to access the files regularly? Can the files be stored long-term without being disturbed? Some storage solutions have 24/7 access, some have minimal access, and many offer options in between. By knowing how often you need to access the files, you can then choose the storage facility that suits your needs best.
4. How Much Security Does The Facility Have?
The global cost of a data breach, on average, is $4.88 million. If your sensitive documents are stolen, you could end up in real hot water, which could cause not only financial damage but potentially legal issues and brand damage.
For that reason, it is important to choose document storage facilities with high levels of security, with no compromises. Think CCTV, security guards, sophisticated locking systems, and more. If the facility is not bending over backwards to tell you about their security, move on to the next.
5. Are There Digital Integration Options Available?
Of all trees cut down for industrial use, nearly 50% are used for making paper, and the environmental impact of this is far-reaching. For that reason, in addition to government targets set, most businesses want to go paperless, which includes digitizing existing paperwork, and minimizing or eradicating paperwork use going forward.
Having digitizing options available from the storage facility you use removes the barrier to digitizing your paperwork and helps you seamlessly transition to an accessible and future-proofed digitized system.
6. Is The Facility Compliant With Relevant Laws?
If the facility deals in digitization or the destruction of paperwork, they should be able to offer you legal compliance documentation showing that they adhere to the relevant laws and proving that you are compliant.
7. Is There A Disaster Recovery Plan?
A reliable storage provider needs to have various disaster prevention strategies in place to deal with potential floods, fires, and other potential events. As with security, a good facility should be more than happy to discuss its protocols with you.
8. What Is Everybody Else Saying?
Sometimes, reputation talks. Check out the customer reviews of the company you are considering, and most importantly, check how they respond to criticism. If they have good reviews – and good responses to bad reviews – it is a sign of great customer service and a desire to do better, which is a really positive sign.
By asking the eight questions above, you can make sure that your documents stay protected, safe, organized, and easy to access. A little planning now leads to fewer headaches later, so ask questions, make an informed choice, and invest in peace of mind.
