subject: Why Should We Turn Our Records Over To A Professional Records Management Company? [print this page] When a company starts to grow, they grow new challenges along with the opportunities. One problem that many companies face is their increasingly large and complicated records storage needs. There are a number of professional business records retention firms that are out there offering a high quality of service, but many companies are not sure why they should go this route instead of continuing to try and find a way to meet the challenge on their own.
One of the most compelling reasons for many companies to go this route is the money that they can save. The truth is that storing your own files and records can become extremely costly. Most people only use as much space as they absolutely need in their businesses, and storage costs are just an added expense. Because of the huge volume of available space that a professional records company has though, their costs per given unit of storage are actually much lower than yours would be. Many people think that it is cheaper to store their own records than to outsource the job, but the reverse is quite often the case.
Another reason that a professional company is a great choice for managing your records is that they are going to offer you much greater security for your files than you would be able to manage on your own. Many people worry about the security of their records when they're stored with a third party company, but the truth is they are likely much safer there than they could ever be with you looking after them yourself. There are too many variables that your company doesn't have experience in when it comes to ensuring file security. A professional archiving company will take all the necessary measures to make sure that your records stay safe. They also have facilities which are specially equipped to prevent and manage things like break-ins and fires which your site may not be optimally arranged for.
You should also always be backing up your records and files with an external company if you prefer to keep double copies of everything. For firms that prefer that method, they may store one copy of records on site, and another with a records management firm. For some companies, this provides the added security of knowing that there are double backups of all important records stored in separate locations, for the maximum possible level of security.
