What You Don’t Know You’re Paying For
Many organizations keep the vast majority of their files onsite, thinking that’s the easiest way to manage their records. Everything’s there – on hand – anyone can access the files at any time.
It sounds so simple, but that convenience has a pretty big downside. Mixed in with all the documents your business to function are inactive files and files past their legal retention date.
Inactive files are the business records you are required to keep according to applicable regulations, but don’t use on a day-to-day (or even month-to-month) basis. Files past their retention date are documents you can legally shred according to industry, state or federal regulations.
Keeping all your, or most of, your files onsite means you’re taking a significant hit in three major areas:
1. COST - You’re paying top dollar to store files your employees don’t need or use. Transferring those files to a secure offsite facility means you can re-purpose that office space for something more profitable and you still can easily retrieve the files you need when, and if, you need them.
2. SECURITY – Are your files stored in a locked file room or cabinet? Is the key accessible only to authorized personnel? Could a customer or temporary employee access those files easily? If your business document are unprotected, your business is unprotected. Keeping your onsite files to a minimum will allow you to maintain higher security standards and keep your risk low.
3. EFFICIENCY - Trying to locate a specific document in a disorganized and overfull file cabinets is like trying to find a needle in a haystack made up entirely of other needles. Think of how much time your staff spends locating the files they need hidden amongst the thousands they don’t.
How do you cut document storage costs?
Take the time to improve how your organization manages its business documents. Knowing what you have means knowing what you use, what you don’t and what you can get rid of. Better records management means saving on document storage, improved efficiency and lower risk.
Right Sized Service
Whether you’re looking to store just a few boxes, or an entire warehouse, we’ll create a storage solution that fits your business.
Help When You Need It
Use Iron Mountain® Connect,™ an online records management hub, to manage your account. You’ll have 24/7 access to a live customer support line and can use the hub to schedule a shred or storage pickup, request a digital scan of your documents or retrieve boxes as needed.
Your records will be stored in a location close to your business. Your shred truck or box pick-up driver might have a kid who plays soccer at the same rec center. Iron Mountain is a global company with a local reach.