Maximising Business Efficiency: The Benefits of Offsite Record Storage and Regular Health Checks

In today’s digital age, many businesses are transitioning to electronic records management systems, with the promise of cost savings, improved efficiency, and enhanced security. However, not all records can be converted to digital format, and some businesses may not be ready or willing to make the switch. For those that need to retain physical records, offsite record storage is an affordable and secure option. 

Record retention can be a costly affair for businesses in Australia, especially with the stringent regulations surrounding the storage of sensitive information, such as the Privacy Act 1988 and the Australian Securities and Investments Commission Act 2001. While digital record storage may seem like a viable option, the initial investment can prove to be expensive, and the transition can disrupt workflow, causing delays in daily tasks. In such cases, offsite record storage can provide a cost-effective solution for businesses looking to reduce costs while ensuring secure and compliant record retention. 

Cost Savings 

One of the main advantages of offsite record storage is cost savings. Storing physical records on-site can be expensive, requiring valuable office space and resources. Offsite record storage providers like ZircoDATA offer affordable options for businesses of all sizes, which can save businesses money in the long run. The cost of offsite record storage is typically less than the cost of renting additional office space to store physical records. 

Improved Security 

Offsite record storage providers also offer improved security. The facilities are equipped with state-of-the-art security measures, such as fire suppression systems, security cameras, and access control systems, which ensures that sensitive information is kept safe from theft, damage, and loss. 

Easy Access to Information 

Easy access to information is another significant benefit of offsite record storage. Offsite record storage providers offer convenient access to physical records, allowing businesses to retrieve information as needed. ZircoDATA offers a range of retrieval options, including online requests, same-day delivery, and emergency retrieval services. 

Compliance with Regulations 

Compliance with regulations is essential for businesses in Australia. Offsite record storage providers like ZircoDATA are equipped to comply with regulations and can help businesses manage their records in compliance with legal requirements. 

Increased Productivity 

Offsite record storage also increases productivity by freeing up valuable office space, which can be repurposed for more productive uses. Moreover, offsite record storage providers offer a range of services, such as indexing, scanning, and shredding, which can help businesses manage their records more efficiently and increase productivity. 

Keep Regularly Reviewing Your Record Storage Solution

In today’s fast-paced business world, cost optimization is a top priority for companies of all sizes. One area where businesses can achieve significant savings is through offsite record storage. However, outsourcing your record storage is not a set-and-forget solution. To ensure that your organization is optimized and your supplier is meeting your needs, it is crucial to conduct regular health checks on your current record storage solution.

By performing a review, you can identify any areas of your storage solution that may be causing unnecessary costs. For instance, you may be storing documents that have exceeded their retention period, leading to wasted storage space and unnecessary fees. Additionally, you may find that you have underutilized or overutilized certain services that could be adjusted to better meet your needs and reduce your costs.

Performing regular health checks ensures that your record storage solution is still meeting your business’s needs. For instance, you may have added new types of records that require different levels of security, accessibility, or retrieval times. By reviewing your storage solution, you can make sure that you have the right services in place to protect your critical records and comply with any regulations.

Your health check should cover the following key areas:

  1. Review the current record retention policy and ensure that it’s up-to-date and in compliance with all relevant regulations and legal requirements.
  2. Conduct an inventory of all records currently stored offsite and identify any records that are no longer needed or past their retention period.
  3. Review the current storage arrangements, including the size and type of storage space, and assess whether it’s appropriate for your current needs and usage.
  4. Evaluate the current service level agreement (SLA) with your record storage provider and ensure that it’s still meeting your needs and expectations.
  5. Review the security measures in place at the storage facility and assess whether they are sufficient to protect your records from theft, damage, or loss.
  6. Check the accessibility and retrieval options available for your records and assess whether they are appropriate for your current needs and usage.
  7. Evaluate the costs associated with your current record storage solution and identify any areas where costs can be further reduced or optimized.
  8. Assess whether any additional services or support, such as indexing, scanning, or shredding, are needed to further streamline your data management processes and increase productivity.
  9. Conduct periodic audits of the record storage solution to ensure that it’s still meeting your needs and expectations.
  10. Evaluate whether any changes in your business operations or regulations require a change in your record storage solution, and adjust accordingly.

In summary, offsite record storage offers a range of benefits for businesses looking to reduce costs while ensuring secure and compliant record retention. It provides cost savings, improved security, easy access to information, compliance with regulations, and increased productivity. At ZircoDATA, we understand the importance of information management, and we offer a range of information management and record storage services that can help businesses of all sizes streamline their data management processes and achieve optimal outcomes. Contact us today to learn more about our offsite record storage solutions.