subject: Are Records With Archive Companies Kept Together In One Proximate Area? [print this page] Trusting an outside business to manage all your documents, records and files can be a little intimidating. The first step to learning to trusting an outside company with your document records management, is to get a good idea of how they are going to take care of your records, this will help reassure you that they are taking all the steps necessary to protect your valuable files. A good question that some companies ask when inquiring about the services is if the record management company keeps all the documents together in a proximate area. Knowing the answer can ensure that you choose a company that will meet your requirements.
Good companies have a policy to never keep all of their client documents in a single area. There are many reasons why this is a bad idea and many record management companies understand this. It increases security and lower costs by not keeping the documents all in one area. A lot of clients are very interested in this principle, and it is a good thought to consider when making your choice of services.
Being able to store files in the first available spot, instead of dedicated areas, helps reduce costs. A fair amount of company space being available is a result of this being done, wasting the record management companies money by increasing overhead expenses. Wasted time rearranging files would also be needed to expand a company's filing area, this would increase the costs of labor and in turn; result in higher costs for the company and clients. Filing boxes in the first available space is much more efficient way to operate.
Security risk is another good reason why files should not be kept all in one area. Keeping all records of one company in one area could offer many different risks to the security of the file and is not good document records management technique.
Number one, anyone wishing to gain access to confidential company information would have access to all this information in one particular area. Storing documents all over the property that can only be tracked by reference numbers or bar codes makes it near impossible for intruders to pinpoint company files. In addition, damage from fires or sprinklers will be reduced to only the files in that particular area. It is nice to know that in the event of a disaster, that no one can control, some of the documents will still remain intact.
