How to Protect Your Documents and Avoid Costly Restoration

Illustration of paper documents covered by a guard shieldIt’s easy to overlook the potential damage that could happen to both physical and digital documents. However, incidents like the 2014 Samsung fire at a South Korean data center highlight the importance of preparation. This fire destroyed large amounts of data, as Samsung lacked remote backups. The loss of this data, combined with disrupted services, caused significant business interruptions. Similarly, in 2017, GitLab, a major software development platform, accidentally deleted 300 GB of live production data. Despite having five backups, they were unable to recover most of the lost data due to technical failures.

These events remind us that disasters don’t discriminate by company size or industry. Any organization can fall victim to such misfortune. Don’t let that happen to you. Follow these steps to protect your documents and avoid costly restoration.

Record Storage: Why It’s Essential

Protecting your records from hazards and disasters is crucial. One of the most effective ways to do this is by utilizing off-site records storage management solutions. Beyond providing added security, there are many benefits to consider:

  • Efficiency: Professional records management companies use advanced organization systems, which drastically improve retrieval times. When you need important information quickly, it’s right at your fingertips. These companies have the right equipment, software, and expertise to organize and index your documents efficiently, ensuring they are easy to locate whenever needed.
  • Space Management: Moving physical records off-site frees up valuable space in your workplace, allowing you to focus on core business activities. This is not only convenient but also cost-effective, as storing records off-site is typically more affordable than maintaining large storage areas on your premises.
  • Compliance: Off-site storage in a secure, professional facility helps you meet legal and regulatory requirements, reducing the risk of penalties. Compliance with privacy laws is critical, and securely storing your records can prevent unnecessary risks and fines.
  • Cost Savings: Proper document storage can help reduce the time and labor associated with searching for records. In addition, it minimizes the need for large physical storage spaces, resulting in lower costs.
  • Improved Collaboration: When your records are properly managed and easily accessible, your team can collaborate more effectively. Information flows more smoothly, and everyone has access to what they need without unnecessary delays.

Key Benefits of Record Storage for Disaster Protection

To protect your organization from costly restoration after a disaster, professional record storage offers multiple advantages:

  • Data Security: Secure storage solutions keep sensitive information safe from unauthorized access, theft, or accidental loss. Whether physical or digital, your documents will be protected.
  • Disaster Recovery: In the unfortunate event of a disaster, having your records stored in a secure facility aids in recovery efforts. You’ll minimize potential losses and have a better chance of quickly resuming business operations.
  • Regular Backups: Off-site records management also serves as a safe location for backing up your critical documents. This ensures that in the event of data loss or damage, you have a reliable backup to fall back on.
  • Climate Control: For physical documents, storage facilities maintain stable environments to protect against damage caused by humidity, temperature fluctuations, or pests. Sensitive information, especially on rewritable media, requires storage in temperature- and humidity-controlled environments with proper air quality. Using a garage or storage locker for these purposes is risky and could result in severe document damage.
  • Digital Security: Many records management providers offer professional scanning services, allowing you to convert paper documents into digital files. The benefits of digital documents include:
    • Space savings
    • Improved accessibility
    • Enhanced security
    • Easier organization
    • Cost efficiency
    • Searchability
    • Environmental sustainability
  • Digital records also help you meet regulatory requirements, especially during audits.

Protect Your Organization’s Valuable Information

Your information is one of your company’s most valuable assets. It’s foundational to your success, and losing or damaging it can be incredibly costly. The expense of restoring documents after a disaster is often far greater than the cost of prevention.

Be proactive. Protect your records today and prepare for the unexpected, so you won’t be left scrambling in the wake of a disaster. DeVries Business Services offers secure off-site document and media record storage in a temperature-controlled, secure facility. If you prefer, we can also scan your documents, transitioning them from physical to digital, further safeguarding your information.

To learn more about how DeVries can help protect your documents and avoid costly restoration, call us at 866-433-4691, or complete the form on this page.

 

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