Are you currently using a storage unit to house your company’s archival boxes?
Well, you may be surprised to hear that while that may seem a practical solution, compared to Williams Data Management’s Records Center, keeping your boxes at a self-storage facility falls significantly short. There may be several reasons specific to your unique business model that make a self-storage unit unfit to house your boxes, but below are the most common that, in our almost 100 years of experience, we have encountered:
Costs to store at a self-storage unit are usually based on the size of the unit being rented. What ends up happening? Your business pays for that whole space whether you fill it with boxes or leave it half empty. Imagine renting an office space but only occupying half. Your business would be throwing away money. At Williams Data Management, you pay for the boxes you store and not a designated square footage. A switch to Williams can easily reduce your cost on average by 30% or more.
By far one of the biggest risks you take when storing your company’s vital information in a storage unit is theft. While your business may be the only one who has access to the individual unit it rents, the whole facility can be accessed. The unit that your business rents may be protected by a lock of some sort but that won’t deter thieves who are anxious to get their hands on your company’s valuable information. Williams Data Management’s storage facility is monitored 24/7 and is restricted to licensed and bonded personnel. In other words, no other person has access to your files containing personal information about your clients, patients, customers, or employees.
As your business thrives, your collection is only going to do one thing…GROW. The number of boxes that your company keeps is not only directly related to costs that you incur, but also the inefficiencies that result in keeping redundant, obsolete, or trivial information. There’s no need to store documents you no longer need or aren’t required to keep. As a records management firm, Williams helps its clients determine what they have, what needs to be kept, and what needs to be destroyed.
How long does it take and what is the real cost of retrieving a file if you store at a storage unit? That answer isn’t as simple as saying one hour’s pay for your employee. If your boxes and files haven’t been filed and indexed correctly that one hour can easily turn into several. Our affordable delivery service allows you the freedom to have your employees complete the tasks that make your business run smoothly.
Storing at a storage unit means you organize and track your files yourself, which is time consuming and costly. Here at Williams we not only track the movement of your files with our comprehensive barcode tracking system, but provide online access to your files via our inventory management system, removing the headaches from records storage. You can modify the contents and titles of the files in your cartons on our online system 24/7.
Lack of Insurance
Insurance is meant to protect your business should the worst happen, but does it cover your business if your employee should get hurt retrieving boxes from a storage unit? Chances are, it does not. Asking employees to drive their own vehicle to your self-storage unit creates a huge liability not in only assuming risk while they drive, but also in the physical labor required to lift and place boxes. With Williams delivery, the risk is eliminated and you can rest easy that a licensed, bonded, and insured driver delivers your files when you need them.
Williams is here to help…
Whether you feel cramped or feel as if your business is only using half of the storage unit that it is paying for, Williams can help. Switching to Williams makes it easy to reduce your costs, become more efficient, and provide peace of mind that your files are secure. Let us show you the savings and the true value of partnering with Williams Data Management. Call us @ 888-478-FILE or visit www.williamsdatamanagement.com for more information.