Offsite Document Storage
A high-security off-premises archive for your current and historical files. Retrieval, delivery, and digital conversion services accessible on request.
Optimize Your Document Management
Transform chaos into order with FileVault’s expert document management solutions.
Our services bring unparalleled security, efficiency, and organization to your business,
allowing you to focus on growth and success.
How FileVault Offsite Records Storage Works
When you use FileVault Offsite Records Storage, your documents are kept in a special building. This building has cameras watching it all the time and alarms to keep intruders out. The temperature inside is just right to keep papers from getting damaged. Only people who are allowed can go in and out of the building.
Here’s what makes FileVault special superior to storage in your office:
- 24/7 video cameras watching the building
- Special alarms to keep people out
- Ambient environmental controls to protect documents
- Barcode tracking to find documents easily
- Humidity control to prevent mold and mildew
- Fire suppression systems for added protection
One cool thing about FileVault Offsite Records Storage is that you can quickly access your documents when you need them. We offer same-day delivery of your files and can even scan a document and send it to you electronically if you need it fast. This combination of physical security and digital accessibility makes offsite storage a versatile solution for modern businesses.
Types of Documents to Store Offsite
Not all papers need to be stored offsite, but some are really important to keep safe.
Here are some examples:
- Medical records (these have special rules to keep them private)
- Financial documents and tax papers
- Legal contracts
- Employee files
- Intellectual property documents
- Historical records and archives
Keeping these kinds of documents in a secure offsite location helps protect individuals’ private information and ensures that your business complies with regulations. This is particularly crucial for industries that handle sensitive data, such as healthcare providers, law firms, and financial institutions. For example, by using FileVault medical offsite document storage services, healthcare providers can ensure compliance with HIPAA regulations.
Getting Rid of Old Documents Safely
Sometimes, you don’t need to keep documents forever. When it’s time to dispose of old papers, it’s important to do so safely. At FileVault, we offer document shredding services, which means we can securely destroy your old documents to protect your confidential information.
Here’s what makes FileVault professional shredding a good choice:
- It follows rules about keeping information private (like HIPAA for medical records)
- You get a certificate that proves the documents were destroyed
- The shredded paper is recycled, which is good for the environment
- It’s more efficient than shredding documents in-house
- Reduces the risk of confidential information being accidentally exposed
Our document shredding services not only ensure security but also contribute to a company’s environmental sustainability efforts. By partnering with a service that recycles shredded documents, businesses can reduce their carbon footprint and demonstrate their commitment to eco-friendly practices.
Why FileVault Offsite Document Storage?
If you decide that offsite document storage is right for your business, understand that these features of FileVault records storage and management are best-in-class:
Security
Surveillance, access control and physical protection
Services
Document storage, scanning, and destruction
Support
Customer service and consulting services
Flexibility
Scalability and customizable services
Secure Offsite Document Storage: Protecting Business Information
In today’s business world, keeping important papers safe is a big deal. That’s where FileVault’s offsite document storage comes in. It’s like having a super-secure vault for all your company’s important files, but it’s not in your office. Let’s explore why this is so important and how it can help your business:
- Compliance: 70% of organizations prioritize meeting regulations
- Space Saving: The average worker uses 10,000 sheets of paper annually
- Disaster Protection: 40% of businesses that suffer a disaster never reopen
- Security: 60% of office storage experienced a data breach in 2020
- Cost Savings: Offsite storage can reduce costs by up to 50%
Why Offsite Document Storage Matters
Imagine if someone broke into your office and stole all your important papers. Or what if there was a fire? That would be really bad, right? Offsite document storage helps prevent these kinds of problems. It keeps your documents safe in a special building far from your office. This building has lots of security measures to protect your information.
Here are some reasons why offsite storage is a smart choice:
- Better security than office storage
- Follows rules about keeping information private
- Saves space in your office
- Protects documents from disasters like fires or floods
- Makes it easier to find documents when you need them
Offsite storage is not just about keeping papers in a different location. It’s a comprehensive approach to document management that addresses several critical business needs. For instance, it helps with regulatory compliance, which is increasingly important in many industries. By storing documents offsite, businesses can ensure they meet legal requirements for data protection and privacy.
Comparing Offsite and Onsite Storage
You might be wondering, “Why not just keep everything in the office?” Let’s compare offsite storage to keeping documents in your office:
As you can see, offsite document storage is better for security and protecting against disasters. It also saves a lot of space in your office. While it might cost a bit more, the extra protection is usually worth it for important documents. The space-saving aspect is particularly valuable for businesses in urban areas where office space comes at a premium. By moving documents offsite, companies can free up valuable space for productive activities.
Keeping Your Business Information Safe
Offsite document storage is a smart way to protect your business’s important information. It keeps your documents safe from theft, damage, and disasters. While it might seem like a big step, many businesses find that the peace of mind is worth it.
Remember, keeping your documents safe isn’t just about following rules – it’s about protecting your business and your customers. By using offsite storage, you’re taking a big step towards keeping your important information secure.
If you think offsite storage might be right for your business, consider talking to FileVault. Our experts can help you figure out the best way to keep your documents safe and easy to access when you need them.
Protect Your Business Records
Get a custom quote or complimentary records audit to see how FileVault’s storage and management solutions can safeguard your data and streamline compliance.