If your company is ever hit with a cyber attack, you could easily spend tens of thousands to get the most basic data back from multiple hard drives. That’s why so many companies still maintain paper backups of the most important business documents they deal with. The only problem is finding the right kind of document storage solution as your business grows.
Office real estate is expensive and once your customers know where you’re located, an address change could be a costly enterprise. It’s much cheaper to find someplace to store your documents but with the kinds of sensitive material you could be handling, you have to be picky.
If you’re trying to figure out the best off-site document storage solution, you have a lot of issues to consider. Follow these 6 tips to finding a long-term solution to keep your data secure and accessible.
1. Do Your Research
Once you find a few storage facilities that seem up to snuff, make a comparison chart for them. Whittle it down to three or four options and then gather your team together to talk about what you want out of these services.
Put together a company profile of each one that includes each company’s overall mission, how long they’ve been in business, and who they’ve worked for.
Look for online reviews and see what other people are saying. If you know that a given company has worked with a colleague’s business, call them up. Most people are quick to offer a review of how they feel a company has done serving them.
If the first feedback you hear is negative, be glad you’ve dodged a bullet.
2. Analyze Their Safety Measures
While deciding on a document storage facility to work with, get in touch with the sales department. Ask them detailed questions about the security and safety of their facility. If they can’t answer you, feel free to ask them to get you into contact with someone who does.
You need to make sure your facility has 24/7 monitored security where only authorized people can access to the facility. Make sure they have an in-house security and training regiment, and they don’t just outsource the work to another company.
If you have secured information into any kind of vault, make sure they keep a solid log of this information. Ask about security inspections and how often their systems are tested.
3. Make Sure It’s Disaster-Proof
One of the reasons security and off-site storage spending is the increase of natural disasters worldwide. Having your most important data and documents ruined in a storm, mudslide, or earthquake could have untold effects.
Your document storage solution has to be the insurance that you have against natural disasters. See what kinds of specific disaster proof measures your Wildwood, Florida storage space has put in place to protect from flooding and hurricanes. If they don’t have a detailed internal disaster prevention plan, they’re not committed to securing your documents.
4. Get A Tour
The best way to really get an idea of how well a storage facility will be to take a walk through it. Gather the most important members of your security team and take a day trip out to the facility.
Take note of whether or not there are multiple tenants occupying the building. Leaving your data open to people who potentially get off the wrong floor on the elevator isn’t worth the risk.
See that the area is a floor protected zone. Call up the Florida EPA office and see what they can tell you about the area. If it’s in a location that’s at a high risk for disaster, you should go with another the solution.
See what kind of insurance they offer to companies they work with. Ask your security specialists to take note of the details and the perimeter of the building and share potential risks they’ve noticed.
5. A Courier Service Helps
It’s one thing to find the right facility to handle your document storage. It’s quite another to get the documents off-site and into the facility itself.
A storage facility that handles pickup and delivery could be an important selling point for your company. Just because the facility offers top-notch security doesn’t mean that their couriers adhere to the same standards. They might even use a third-party courier solution which could put your data at risk.
See that they have climate-controlled vehicles with communication devices in case of accident or vehicle failure. Their vehicles should have security equipment that protects your documents as they travel.
Documents could be at risk during the loading and unloading process. Make sure they have a protocol that secures vehicles during each step of the process.
Don’t be afraid to ask too many questions. Sensitive information about your company or your clients could be at risk otherwise.
6. Look Over Paperwork Carefully
Once you’ve made your decision, don’t stop scrutinizing the storage facility you’ve decided to work with. You need to take the time to make sure every step of the process still maintains the standard that your data demands.
Once you get a contract, make sure that it seems clear and concise. It should cover everything you’ve agreed on including insurance, renewal details, and your payment schedule.
Before you sign, make sure the company gives you options in case of last-minute or emergency requests. If you can only do business with them during normal working hours, they might not be the company to sign on with.
Feel Secure With Your Document Storage
Trust your gut when it comes to choosing a data storage facility. Your business’s most secure paperwork and information shouldn’t be left to a company you don’t feel great about. Make sure you have a rapport with your sales representative and whoever will be managing your account.
If you’re ready to start the search for a storage facility, contact our Wildwood office to make sure you choose a perfect fit.