Fact or Myth? Debunking Document Storage

Posted under Fireproof Records by Fireproof on September 8, 2015

Office shelves full of files and boxes

Data storage can range in depth, size and technique. Some associate data storage with CDs, some with external hard drives and others with cloud storage. Defined, document storage is a general term for archiving data in electromagnetic or other forms for use by a computer or device. Document storage has evolved with technology, but a few common myths have stuck alongside its evolution. The experts at Fireproof have sought out the truth to four common data storage myths. Let’s get down to the truth.

Myth: When it comes to retaining records, the more the merrier.
Truth: While it is true that electronic storage can be more cost efficient, keep in mind there are still costs involved. Furthermore, e-copies take up memory space and can add electronic clutter if left unorganized. According to research, business executives waste six weeks per year searching for lost documents. Less data to sift through means higher productivity levels.

Myth: All documents should be kept for 7 years, and then destroyed.
Truth: The truth is that the type of document dictates how long it needs to be retained. Tax forms, for example, should be kept indefinitely, in case of litigation or audit. Old white papers, on the other hand, are often not very useful after a few months, and only serve to increase your storage costs.

Each industry has different requirements that mandate a specific retention period; however, most documents do not fall under the 7-year “rule of thumb.” For more guidelines on how to best store your documents, see our blog How Long Should I Keep These Records?

Myth: Records should be stored off-site, at an employee’s home.
Truth: Off-site storage is an important part of keeping your data safe; but, storing records at an employee’s home, or even transporting records in an employee’s car, is a recipe for disaster.  By taking your media home, you expose it to potentially harsh conditions that could degrade the documents, as well as the possibility of loss or theft.

Myth: Confidential documents cannot be stored off-site.
Truth: Many believe that in order to maintain confidentiality, a document cannot leave the office. At Fireproof, we provide GPS monitored transportation of all documents to and from our secure facility with uniformed, ID-tagged drivers. Our monitored off-site facility provides physical security for vital business records, and protects against environmental damage or theft.

Are you ready to overhaul your records storage program? Email Fireproof today to learn how we can help, and to request a free, no-obligation quote!

 

 


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