In many industries it is actually a legal requirement that records are kept for a certain period of time. This is effectively for auditing purposes. Records could be financial or customer data such as doctors records or order histories.

Many companies tend to keep their archives on site which is ok if a) They have plenty of space and b) They have procedures and systems in place to prevent a unfortunate incident such as water of fire damage.

Off site document storage is a great way of keeping your historic records secure, yet accessible at the same time and the best thing is its cheaper than you might think! Many off site storage facilities are housed in ex-military bunkers that have been kitted out to ensure protection from fire and flood, and have the temperate set at the right level to keep documents in perfect condition. Add to that the on site security and CCTV and you know your documents are in safe hands.

Need to get at the documents fast? That’s not a problem either. Many Document Storage Companies use computer based systems to record the location of a document storage box in the warehouse, so its really easy to get to your documents when you need them.

Here are 5 industries that can benefit from using off-site document storage.

1. Accountants

Accountants (and businesses keeping accounts) have to keep records spanning back 10 years. If they are popular establishments with many clients its easy to see how they might run out of space very quickly so an off site storage solution is ideal.

2. Banks

As with accountants, the Banks have a responsibility to keep records of transactions spanning back a number of years. Although most banks keep their records on computers these days, there may still be a requirement to keep contracts and applications on file for future reference.

3. Doctors

Doctors have to keep records of patients illnesses and prescriptions, and whilst many practices now store this information on computer there is a need for a good backup system which is where document storage can help to offer a service.

4. Lawyers and Solicitors

Can you imagine what problems it might cause for lawyers and solicitors if they can’t quickly get access to a historic file. It’s too much of a risk to take to just keep the paperwork stored away in the office, so a reliable, secure, off site storage solution is an absolute must.

5. The Music Industry

What many people might not realise is just how much paperwork goes on when it comes to signing contracts etc. And without a signed copy of the documentation a contract is worth very little. Record labels don’t become giants in the industry by keeping contracts lying around ready to get lost, stolen or damaged!

The important thing to remember when considering offsite Document Storage is that it isn’t as expensive as you might think. There are many companies out there that offer different services, so shop around before you commit to making that all important decision.