Selecting An Offsite Records Storage Provider

When setting out to select an Off-Site Storage Provider for your Document Storage services it is important that you ask the right questions and look out for the right 'Tell Tale Signs'. At no point here do we give any consideration of the price of their services. The cost should be the last thing we seek to get from a provider - you must firstly establish who they are and what value their services can bring to your business. Only then will price mean anything to you. This is not the definitive list of what should be asked but should hopefully guide you in the right direction when you begin to evaluate a number of potential suppliers.

1) Company Profile

The aim here is to get a feel for what type of company you are looking at. Ask questions about their Company Mission Statement and see how that aligns with your own; How long have they been providing Records Management Services; How do they try to differentiate themselves from their competition; Can they provide you with audited accounts; Can they provide you with references; Do they belong to any trade associations.

2) General Security

A major issue in today's records management world is security of information. The rapid rise in identity theft makes personal information a much sought after commodity among the opportunist criminal. Irrespective of this security of information is vital to protecting a company's interests as well as its staff and clients alike. Knowing that when your files and media venture off-site for the first time you don't want it to be a step into the unknown. You don't want to feel like you are waving your kid off for their first day at school. You need to know that the security of your off-site supplier is tried and tested and meets the minimum standards you employ within your own business. Do they have 24hr security; Are their premises protected by both internal and external digital CCTV systems; How do they control access to the facility; How secure is the loading area; Are their staff security vetted; What authorisation procedures do they operate; Do they conduct regular security audits; What security monitoring systems are in place.

3) Disaster Prevention & Planning

To what lengths does the company go to in relation to protecting documents and media in their care. Don't be surprised if they do not operate a sprinkler system, these are likely only to be found in large warehouse environments where by it is a stipulation by the local authority. Often Records Management service providers will shy away from installing such expensive fire prevention as it can be cost prohibitive, thus driving up the market storage rate and can also be very risky in relation to the potential hazard of the accidental activation of the system. Only you can decided what is right your business. I guess it comes down to whether you want paper mache files or charred ones! The key is really in how they prevent hazards not how they handle a disaster after the fact. Do they have adequate smoke detection systems in place; Adequate fire detection systems; adequate fire suppression systems; operate a strict no-smoking policy; a regularly maintained and tested internal disaster plan; are detection and suppressant systems regularly inspected and tested.

4) Facilities

There can be a number of considerations in relation to the facility in which your records will be housed. Again there is no right or wrong answer as such, you must evaluate what best fits to your business requirement. Is it in a desirable location; Is the facility a stand alone unit; Is it located within a multi-tenant building; Are there any potentially hazardous facilities near to their location; Does the facility sit within a non-flood prone location; DO they have other activities within the same building ( Public Storage, General Warehousing etc...); Are back-up power systems in place; Do they have proper insurance coverage in the event of a disaster.

5)Courier Vehicles

This is one area that is often over looked. It is not uncommon to pull a company's facilities to pieces and then give no consideration to how records are transported. In theory and in practice you should be demanding the same standards where possible in relation to security and environment within a delivery vehicle as you do from the warehouse storage facility itself. Do they use their own vehicles and delivery personnel; Are vehicles satellite tracked; How are vehicles secured when stationary at pickup and drop-off points; Do vehicles have appropriate security in place; are vehicles climate controlled (media only); Are vehicles designed for safe media transport; Do vehicles undergo preventative maintenance; Are vehicles equipped with a fire extinguisher; Are vehicles equipped with suitable communications.

6) Policies & Procedures

It is here that you can determine just how much thought, care and attention a Records Management provider places in to their business, their staff and their clients. Can they provide a clear and acceptable business contract; Are items signed for at point of handover and retained on file for future checking; Do they operate a comprehensive employee screening process; Do they have a substance abuse policy; Are personnel provided with uniform and ID passes; Do employees sign confidentiality agreements; Is there on-going employee education; Are trained personnel available after hours to handle emergency requests.

7)Storage Capabilities

Seems an obvious one this but you need to create a list of all the various types of storage and service you need today and also consider what your requirement may be in the mid to long term also. After all if you can find a provider that can accommodate your business as you adapt within your market then you will really benefit by having uniformity in your RM services during such times of change.

* Hard Copy Records (Files in Boxes)

* Secure Offsite Document Storage

* Barcoded File Management

* Audio/ Visual Media

* Computer Media

* Micrographics

* X-Ray Film

* Live Filing (Open Shelf Filing)

* Secure Storage

* Gas Protected Fire Vault, Temperature & Humidity Controlled for either:

Offsite Tape & Media Storage or

Will & Deed Storage

You should also ask about current space to meet current needs and future space to meet future needs. Is the racking structure used specific to Records Management storage needs.

8) Customer Services

No Records Management or offsite Archive Storage provider will tick all boxes all of the time. We all know and all expect things to go wrong from time to time. What really sets Records Management companies apart is with how they handle this situation. By examining all the key features that put the service together under the umbrella of Customer Services we can see what a company can do to minimise such problems and also how they handle those peculiarities when they should arise. Can they provide: 24hr customer access; Bar-code Tracking; Client based training; Online inventory management; Client review rooms; Reports; Confidential Shredding services; Departmental billing; Disaster recovery services; Retention management and planning. Do they log client communications for review and internal training; do they provide a service level agreement in relation not only to the physical service but also in terms of response times to resolving client issues/ queries; Will you be appointed an Account Manager

Summary All of the above is designed to prompt some thought in to your choice of a Offsite Archive Storage Records Management service provider. Only once you have fully comprehended what a company can offer in terms of its full service and facility etc. can you then begin to determine whether their price provides your business with value for money. The cheapest provider may not score too highly when you start to dig deeper into the aspects described above. Achieving the best value for your investment will deliver you the long term savings you crave - working with a professional, efficient provider that can grow and adapt with you is worth its weight in gold as they will be able to provide your business with consistency and stability.