Can I Use My Own Hot Pink Boxes To Store My Records?

Document management is a business likened to none other

. Where else do people get paid to store papers, then later to photograph those papers, then even later to destroy those same papers? That is the process of information storage; first, you save the documents for the first seven years for the Internal Revenue Service, then, you photocopy or microfilm or digitally store the same documents for a back-up in case of an audit, then you destroy the same documents to make room for more information in the coming years. The whole rotation begins again, save, copy, film and destroy.

Philadelphia document management systems use their own boxes and containers to store your business documents, so, no, you can't use your favorite hot pink boxes to store your company documents, even if it is your signature color and logo for your product. The reason for limiting storage containers to the designated cartons is twofold:, one, to provide the customer with an acid-free, non-crushable container that can be stacked for maximum storage capacity, and two, to provide the customer with an anonymous carton. The same logo and hot pink box that makes your product distinctive makes your records unique, also, and therefore, leaves them exposed to those interested in corporate espionage.

There is more than one reason to store records offsite from the business location. There is the high cost of prime business real estate; no customer wants to pay top dollar for a file room at hundreds of dollars per square foot, the file room can turn into a large business expense. There is the issue of accessibility; even though the file room is convenient, it is also vulnerable to fire, water sprinklers and rodents, all a very real possibility in the current business venue. An offsite records storage facility like Philadelphia document management will keep the site climate controlled, pest and rodent free, and use their containers that are water proof and acid free to store your needed business documents.

Lastly, because of corporate espionage and the appropriation of corporate secrets, anonymity is best when storing corporate formulas and receipts. Using the hot pink box and corporate logo on the storage item just advertises to whom the stored documents belong. This information is exceptional when wanting to increase customer traffic but is a hazard when wanting to shield corporate secrets. Using the inconspicuous bland, acid free sealed containers will eliminate the temptation of prying eyes for the casual observer of the storage items.

by: Paul Atkins

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