Many companies will often have a number of concerns when faced with the prospect of moving their documents offsite. This is to be expected as companies are likely to be removing some of their most important and confidential files. Most companies will not have extensive knowledge about the industry and therefore might believe the following offsite storage myths.
Offsite Storage Misunderstandings Resolved:
1. Access to records is hindered
Many companies are under the misapprehension that by moving documents offsite they will become inaccessible. Perhaps ten years ago this might have been the case. But nowadays many storage companies have modernised their facilities so that companies can access documents instantly.
Document imaging has enabled companies to gain instant access to digital documents with the aid of document management systems. Document storage companies using OCR software will be able to scan high volumes of documents and then have those records stored on a fully hosted online database. Employees will be able to access these documents from the office or on the go.
Access to paper documents has become more efficient as many offsite storage companies will own a fleet of vehicles available for deliveries around the clock. Document storage facilities that are handily based close to main roads should be able to reach clients in a minimum time of four hours.
2. Only hardcopy paper is allowed
The digital conversion of documents has become more popular with companies as organisations discover the benefits of using a central online database to manage records. Companies instinctively associate file storage with the storage of hard copies. Perhaps this is because hard copies are viewed as being most vulnerable to damage.
As companies have become more familiar with digital documents so too have offsite storage facilities. Storage companies will often provide their clients with an online management system which will enhance collaboration and security. Storage companies have gained expertise over the years handling IT maintenance and software management for businesses’ files.
Data compounds situated offsite allow businesses to store vast amounts of digital data remotely. Offsite data tape rotation has been designed to give companies peace of mind when it comes to the backing up and storage of their digital records and data. Digital documents can also be destroyed offsite in a variety of formats such as: hard drives, CDs and DVDs, USB drives and media tapes.
3. Storing locally is cheaper
Many companies are falsely under the impression that storing documents onsite is not only more convenient but also more cost effective. Employees often do not have the expertise to correctly manage documents and therefore companies are risking falling foul of the Data Protection Act.
EU data protection reforms are currently being drafted and so the future is likely to be even more problematic for companies storing files locally. Any mishandling of data could lead to fines being implemented by the Information Commissioner’s Office. A company would not only lose money but would damage its reputation.
In the event of a disaster a company storing files onsite is likely to face excessive financial losses. Offsite data backup should feature in every company’s disaster recovery plan as it increases the likelihood of post disaster business continuity. In the long term you are likely to save money with an offsite storage company by avoiding legal penalties and by adequately protecting your files.
4. Small businesses don’t need offsite backup
It is not only large blue chip organisations that require offsite storage. In fact smaller companies are likely to be more vulnerable to critical losses in the event of a disaster and on average lose a higher margin of profit. Companies that are just starting may not have a dependable client base and it is therefore even more important that their reputation is upheld in the aftermath of a disruption.
Customers with even minimum document archiving requirements are likely to benefit from offsite storage just in the same way larger organisations do. Small businesses can expect quality service from a storage facility, personalized to their needs. Good business practice can be applicable to any company, no matter what its size may be.