Storing your records offsite is one of the best things for your business. You will be able to save space in the workplace and keep your files protected from any natural disaster or theft that happens in the workplace. However, choosing a record storage company can take time, especially when you have confidential records such as medical and legal paperwork. Here are some tips on choosing the best service.
1. Look at the Contract
Always ask for the contract upfront before agreeing to anything. This will give you and your legal team the chance to look it over. Some companies will allow negotiation on the contracts to make sure the storage works for your business. The contract will dictate how the information is stored, how long for and whose property it is.
Look through the whole contract instead of skimming it. This is one of the biggest problems for people and companies. The problem is that they skim the important parts and then realize that they have missed something important only when there is a legal battle on their hands.
2. Look at the Confidentiality Policy
How will the company protect the confidentiality of the records? How are the boxes transported and stored? Will employees see the information? The confidentiality policy is extremely important, especially where medical information and credit card details are involved. Your customers will attack you should their details be shared by a third party.
Like the contract, have your legal team look over the information. This will help to avoid any legal issues on your end should something happen. You should be able to negotiate the confidentiality policy if you need something specific for your business. If the company is unwilling to do that, find a company that will. Companies want your business and many are willing to negotiate these things to ensure that they get your money instead of someone else.
3. What Are the Fees Like?
You will have to pay a monthly fee for the service but it is also important to look into other charges and fees. Will the company place all the details on technology for easier storage and getting you the documents when you need them? Will they help with organizing documents to find specific files? These options often come as a higher charge.
You will also need to consider any hidden fees that are in the service. Some companies will charge each time that you need to gain a copy of the file in storage, which can be difficult if you find that you need certain files every now and then. Some companies will charge per file that is needed for copying, which is even worse if all your documents have been damaged or files become corrupted. There is no way around these charges since there is no point in storing the information yourself and having a company do it for you so be aware before you start agreeing to a service.
4. The Company’s Reputation
Always look into the reputation of a company before signing with them. You will be able to do this with a search by looking into the views of current and previous customers. There will be good and bad reviews when searching third-party websites but this means that you can make a well-informed decision. Look to see how any of the positives and negatives will affect your business needs.
Finding the perfect records storage company takes time but is completely worth it. You will be able to protect confidentiality and make sure the records are available when you need them.
This is a guest post by Lisa. Lisa is a dedicated full time writer with medical administration experience. She shares her tips with others to help them finding the best way to store their records, especially those concerning confidentiality problems.
