What to Look for in a Document Storage Service

Information is a critical component in every business. Managing business information especially from different sources is a challenging task. The good news is that you can consider offsite Records Storage Hong Kong to manage your information.

Storage providers will maintain your records in their vaults or warehouses specially designed for convenience and security. Aside from managing information efficiently, storage providers can help free up office space giving you chance to make the most out of it.

There is no better time to consider a document storage service than now. To help you get started, here’s what to look for in a document storage service:

It is imperative that you double-check the quality of the shelving. This is to ensure that your documents are well protected. The records should be boxed and held on proper metal shelving.

The boxes should not be left on the floor to prevent water damage from spills or flooding. Many offsite storage services typically provide shelving but if you consider a self-storage unit, you need to buy proper shelving necessary to protect your document.

Records Storage Hong KongClimate controls
Aside from the shelving system, the next thing that you need to consider is the climate control. It is important for the records to be kept in a climate-controlled environment to keep it from degradation. After all, the goal of document storage service is to preserve pertinent documents.

When you check the climate control, make sure that you considered the air conditioning, heating and more importantly, the humidity control. On top of this, there should be a system in place for rodents and other pests that can potentially ruin the integrity of the papers.

Fire suppression system
The facility should also have a fire suppression system. At the bare minimum, choose a facility that has a fire control system like water sprinklers. If you are particular about this, you should look for document storage service that provides a higher level of protection like stopping the fire with gas to prevent water damage.

Natural disaster protection
The protection against natural disaster will depend on your location. For instance, if your city sees winds and heavy rain every now and then, the document storage service facility should be equipped with the right protection against these disasters.

Finally, you would want a facility that has solid security protocols. At the bare minimum, the facility should have an alarm system equipped with cameras located inside and outside the building.

For added security, you can choose a facility that requires pass card in every entryway. There should be a guard on duty all the time. When it comes to employees, make sure that the document storage did thorough background checks.

You have to remember that document storage service will allow you to store files that need to be retained but are not crucial for day-to-day operations. When you are choosing the right service, it is best to conduct a site inspection so you will get the feel of the facility and their system as a whole. Do not rush the process so you can scrutinise properly.