subject: Why Is It A Good Idea To Turn Records Over To Professional Records Management Firms? [print this page] When you're a company that generates a lot of records and paperwork, you have some concerns which aren't going to be present in some smaller companies. Primarily, you need to try and figure out what the best way is to deal with the mountain of paperwork your company is going to generate over the months of the year. Most companies decide ultimately that it is advantageous to turn their records over to a professional business records retention firm.
There are many advantages that you will find when you turn your records over to the professionals. The most obvious of these is the cost. When you turn your records over to a professional firm instead of trying to store them all yourselves, you will almost assuredly save yourself money over the long term. Storage space is one of the worst expenses that a business can pay for, because there is no real profit from the expense. In addition, paying for storage is more expensive the smaller the amount of storage that you need. This is why for most companies it is too expensive to store their own files. A professional archiving company has access to such a huge amount of storage that their prices are often much cheaper than storing files privately will be.
The next reason that a professional firm is a great idea is because of the added security that they offer your files. Many times, the records of a company are going to contain a great deal of valuable and confidential information. This includes information belonging to the company, and to their clients. It also contains information which is important to the operations of their company. When stored at a company's own facilities, there is not much security provided for these files.
A professional archival company can provide huge amounts of security to these types of files in terms of both theft protection and disaster safeguards. The files in a professional facility are anonymous, and identified only by barcode. They are also kept separate from each other and scattered all over the facility, and most facilities will have on site security personnel. This all but eliminates the threat of theft. These facilities also typically employ top of the line fire and smoke preventative systems in order to make sure that disaster can never strike and rob you of your files. This is too expensive for any company to guarantee on their own.
