Document Storage & Archive Storage In The Legal Industry

Despite many attempts to go to a paperless office

, many law firms will tell you that it simply isn't possible to just move away from paper based records, and its not long before client files and documentation starts to build up - and you've got to store this information somewhere.

No matter where you are in the country, office space is at a premium and businesses don't want valuable office space taken up with archived documents. You may have seen storage facilities around the country whilst you have been driving. On the outside they just look like warehouses, but the planning and technology that goes into making these storage facilities safe ands secure can be a real eye opener.

Its an urban myth that off-site document storage is expensive. If you put all the costs together, along with the security and peace of mind that you are getting that your documents are going to be safe and sound, then relocating your documents to a purpose built storage facility is a no brainer.

One of the concerns with document storage, probably even more so for the legal sector is that the documents are of a confidential nature. Therefore, its important that the law firm is comfortable with the terms and conditions of the storage agreement and that they are happy that they can trust the company and its employees with their sensitive data.

Another key feature of off-site document storage is what precautions and procedures are in place with regards to fire and flood damage. A modern facility will install systems that constantly monitor the air and climate in the storage bays and will be able to a) detect if abnormal changes happen and b) keep the warehouse at a climate that will ensure the documents are kept in tip-top condition. Too warm, or too cold and the documents could age and become fragile very quickly.

Access to off-site documents is probably also very important when it comes to the Legal sector. If an historic case needs referring to then quick access to the information is vital as it could impact a case or judgement. In some cases off-site document storage facilities will now give you access to scanned copies of your documents through a secure online facility, which is extremely handy for when you need to make a quick reference.

To sum it up, law firms are going to be looking for a document storage company to provide a reliable, secure, confidential service which promises to keep their documents intact for a number of years to come. Document Storage is more than just putting boxes on shelfs. Its about safe-guarding the customers records and ensuring safe, quick and reliable access at all times.

by: Ian79

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