Making the Most of an Offsite Records Storage Solution

You’re aware of the benefits of storing your paper documents offsite with a professional records management company. This approach helps you reclaim valuable office space, enhances the security and protection of your documents, and simplifies access to your files when you need them. But what about your stored digital files? Is there value in storing them offsite as well?

Benefits of Offsite Storage

Offsite storage plays a vital role in digital record management and provides a wide range of valuable benefits, including:

1. All Types of Files Can Be Stored: Whether you have active files that you use regularly or archival records that you rarely access, both can be stored on the cloud. This eliminates the need to keep certain files onsite while storing lesser-used or archived files at a different location.
2. It Contributes to the 3-2-1 Rule: A tried-and-true backup strategy that experts employ is the 3-2-1 backup rule. It’s simple and highly effective, ensuring straightforward and reliable data recovery. The strategy recommends having three copies of your data, split across at least two different media sources. Secure media types for data storage include DVDs/CDs, external hard drives, memory sticks, crash plans, and cloud storage. Keeping at least one backup copy in a different building or offsite location ensures that fire or theft won’t result in complete data loss. Using a cloud backup service is convenient, secure, and efficient.
3. It Provides Ease of File Retrieval: Finding and accessing files becomes significantly easier compared to dealing with physical paper files. Digital files are often accessible online through a well-indexed storage system, allowing you to locate what you need with minimal effort.
4. It’s Very Affordable: Storing your documents through a third-party provider streamlines security costs since you don’t need to allocate resources to monitor large filing systems. Instead, a dedicated team of specialists with strict security protocols oversees your documents in a secure database.
5. It’s Accessible Anywhere: With just a click of a button, you can access and control your digital records from anywhere in the world. There’s no need to request or carry physical files or arrange for pickup or delivery. This flexibility allows you to conduct business from any location with a virtual file cabinet at your disposal.
6. It’s Compliant with Privacy Laws: Cloud storage services adhere to stringent security measures and comply with privacy laws. Digital files require as much protection as any other medium of private information. They must follow all relevant state and federal privacy laws, including:
   • The Children’s Online Privacy Protection Act (COPPA)
   • The Health Insurance Portability and Accountability Act (HIPAA)
   • The Gramm-Leach-Bliley Act (GLBA)
   • The Fair Credit Reporting Act (FCRA)
   • The Family Educational Rights and Privacy Act (FERPA)
7. It’s Vital for Disaster Recovery: No business wants to face a disaster, whether it’s an environmental event or a system crash, but it’s crucial to be prepared. Storing your electronic media offsite minimizes your risk of loss or downtime due to disasters like weather events or ransomware attacks. This approach saves your company time and money, maintains customer trust, and protects your business’s reputation.

Secure Records Solutions

Secure Records Solutions provides comprehensive offsite records management services for both paper and digital documents. Our cloud storage solution ensures that your data can be accessed from anywhere at any time with an internet connection. To inquire about storing your digital documents offsite, call us at 800-614-0856 or complete our contact form.