Does your company currently have a room where it keeps all the documents you're legally required to store? Picture that room in your head right now. Are there boxes stacked to the ceiling? Does the organization leave something to be desired? Then you already know the main benefit of off-site records storage.
It sounds simple enough, but the amount of space you can free up at your own office alone is worth the cost you'll pay to have someone else take over in that department. No more sending in employee after employee in an attempt to tackle the organizational nightmare that is your records storage area. Instead, you can pay another company to take care of all the physical records, and all the drama that goes along with them.
And beyond the organizational aspects of records storage, there is the added benefit of having someone else responsibility for the security of those records. Records storage firms specialize in keeping your records safe and secure; if they couldn't promise that, they wouldn't stay in business long. So you can rest assured that it's not up to you to make sure the door is locked at the end of every day. Instead, your records storage company has procedures in place to ensure that the only people who see your documents are the people you want seeing your documents.
Storage facilities also allow you to have easy access to your files. Many offer the possibility of either helping you barcode your documents, or barcoding them for you, so that you (and they) always know exactly where the documents are. When you need to access one, you can use that barcode reference, and the company can get the document for you and either allow you to look at it on-site, or deliver the item directly to you. It will now be someone else's job to dig through piles of paper to find that one item you so desperately need.
Another benefit in this digital world is the ability to have all your documents scanned and stored digitally as well as in hard copy form. If you choose this option, you'll have your documents available in at least two versions, making them all the more accessible.
If you're looking for a slightly more intangible benefit, consider what all the above benefits will do to your bottom line. You'll now be paying one fee to a company so that they can store your records. This will free up employees from performing this same function, which will save you on labor costs. And being more organized and efficient in this manner might seep through to other areas of the business. Where else can you improve your organization or decrease your labor? Choosing to use a records storage company might lead you to come up with great ideas for all the other components of your business.