Friday, 30 December 2016

The importance of data protection and safe document storage


As the owner of a small business today one of the things you have to be most careful about is data protection – if you are careless with data and it is stolen you will be held liable It doesn’t matter if it belongs to your employees or your clients – you could be facing a huge lawsuit depending on what the thieves use the data for. Although there are many advances when it comes to electronic storage – secure clouds and so on – unfortunately there are none for paper.

It is almost impossible to have a paperless business. You generate paper all the time in the form of invoices, receipts, bills, employee records, memos and much more. You do not want to throw out all this paper as you may need it in the future. You need to find a way to store it. Most business owners stick documents in files, stick the files in boxes and stick the boxes somewhere in the back away from view. The problem is that as time goes by the number of storage boxes grows and grows and eventually, they threaten to take over the office. The other problem is that they take up space that could be put to more productive use.

So are there alternative business storage solutions? Yes there are. You can rent document storage in a container. Containers are the perfect place to store documents. There are many facilities that are specifically set up for document archiving but there are some that are not. Here is what you should be looking for:

• Find out what security measures they have in place to take care of documents that are stored with them. Ideally, you want 24 hour CCTV surveillance as well as additional access barriers to deter intruders.

• You should find out whether their containers are weatherproof. The last thing you want is to check on your documents a year from now and find that they have been destroyed by the damp.

• Do they have containers in different sizes? Many facilities only buy one-size containers but this can be a problem because your needs for storage space will vary. Rent storage space from a facility that her containers of different sizes.

• You definitely want a company that you can work with in the long run – your business is here to stay. This means that if you go with a small facility you may have to move to a bigger one if they run out of storage space.

• Since you will be with them for the foreseeable future you should be shopping for a company that has affordable pricing.

If your business is located anywhere near Boylin’s Self Store we recommend that you store with them. You can find out why on their website, http://www.boylinsselfstore.co.uk/businessStorage/archiving/ 

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