How to select an offsite media storage company

How to select an offsite media storage company

When selecting an offsite media storage company for your archiving needs, it important to identify the basic needs of your company and what value of their services can bring to your company.

Below are some of the things that you need to take into consideration when choosing an offsite media storage company:

Reputation of the Company

Of course you want to get a company that has a proven track record in media storage management to ensure the safety of all your archived files. Take a look at the company’s mission statement and see how it aligns with your own. The best way to know if they are any good is through the number of satisfied customers they’ve had in the past.

Company Facilities

It is crucial to choose a company that has the right type of facilities to cater to all your storage needs. Aside from archiving paper documents, see if they’ve also got film and storage facilities for all your digital files. Also, it is essential to identify the location of their facility – whether it is in a desirable place, or if it is located in a multi-tenant building or if there are any potential hazardous facilities near the vicinity.

Storage Capabilities

Like mentioned above, you need to identify the various types of media storage facilities you need together with the long term requirements of your company. This way, you’ll be able to find a service provider that can accommodate and adapt to all your business needs not just at present, but also on your future needs.

Some of the services your company need include:

• Film and Tape storage
• Computer Media
• Secure Offsite Document Storage
• X-ray Film
• Bar coded File Management
• Open Shelf Filing (Live Filing)
• Hard Copy Records
General Security

The increasing frequency of identity theft is one of the greatest concerns in today’s record management world. It is important to ensure that the off-site storage facilities of your service provider have tried and tested security measures and meet the minimum standards you employ for your own business.

Check if they have 24-hour security, CCTV cameras installed in both internal and external premises, and how they control access on their facility.

Disaster Management

The reason why you’re hiring the services of an offsite media storage company is to ensure that all your company’s important files are safe no matter what. Therefore, it is important to look for a provider that has mapped out it’s disaster planning and prevention procedures. You need to know as to what extent a company will go to protect the documents and media that are under their care.

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