subject: Why Are Professional Records Management Companies Necessary? [print this page] Your company has finally moved from the red to the black, from a one man business to a partnership, and now finally a corporation with a slate of officers, a board of directors, and a staff of many employees. The documents that were originally stored in cardboard boxes in your garage moved into file cabinets in the front office. From the front office they moved to an onsite storage or file room. Now that you are an executive with a large corporation and more than one room of necessary filed documents, it is time to look at the necessity of offsite storage with a professional records management company.
Business records retention is an important task; the Internal Revenue Service alone requires all documentation referring to business expenses to be stored and available for seven years. Good business practices are to have every receipt of every business transaction that has occurred and produced either revenue or expenses. If your business has been a going concern for five years or more that is a lot of paper to maintain and shelve.
When you use a professional records management company, they will store and document your files and paperwork so that each piece is easily accessible and safely archived. The security of your documentation and the reliability of the records management company are as important as ease of retrieval. You want to purchase your storage from a company that has onsite security and a fire and flood proof facility. The last thing you want is your company records to be stored in pasteboard where water, rats and fire can destroy your dozens of records and years of receipts.
When your records are stored offsite with a professional records management company your business records retention is guaranteed to be safe and secure from hazards, theft, and corporate espionage. The time and staff efforts that were spent on storing and filing can now be better utilized for current tasks and new projects. The storage rooms that were blocked in your building can now be opened for new offices and staffing conference rooms. You can expand your management and workers with the increase in office space and the alleviation of the mundane task of onsite filing and records management. You can trust that the professional records management company has your financial and business records safe and filed so that you can run your business with no worries.
