External file custody services and their advantages
External custody of files It's a solution increasingly used by companies looking to protect their documentation and optimize available space. It's not just about storing papers outside the office, but also about ensuring the security, confidentiality, and optimal preservation of valuable business information.
At Passer Moving, we offer a document storage service designed to prevent risks, save space, and ensure controlled access to documents when necessary. To understand why this is so important, just consider some of the most common problems that can affect a physical archive.
Risks that threaten files in companies
Imagine if the space you use to store documents suffers a flood. A burst pipe or a water leak could soak a large portion of your files, rendering most of them unusable. Even if you're lucky, you might only be able to recover a small portion.
Another possible scenario is a fire. A simple short circuit could reduce all the documentation you've accumulated since the company's founding to ashes. In this case, the loss of information would be total and irreversible.
There's also a less obvious but equally worrisome risk: unauthorized access. Not all employees should be able to access all documents. Without proper access control, you can put confidential data at risk and compromise compliance with data protection regulations.
Added to these problems are factors such as microorganism infestations, temperature and humidity fluctuations, and dust accumulation, all of which can seriously damage the paper and ink in documents.
The problem of space and document management
Beyond the physical risks, lack of space is one of the main reasons for considering off-site file storage. Archives grow every year, but the physical space in a company often remains the same. This not only makes storage difficult but also hinders rapid access to information.
Another common question is how long each type of document should be retained. Without proper document management, it's easy to accumulate unnecessary paperwork for years, taking up valuable space and increasing internal storage costs.
External file custody: security and profitability
At Passer Moving we offer a service of external custody of files in warehouses exclusively designed for storing documents. This allows us to guarantee the preservation of documents in perfect condition.
Our facilities are designed to minimize risks: they have no electrical wiring or plumbing, and all archives are placed at least 15 cm above the floor to prevent moisture damage. This eliminates many of the problems that can occur with poorly located archives, such as those stored in garages, storage rooms, or warehouses without fire protection measures.
Quick access and secure destruction
Offsite custody doesn't mean losing access to your documents. At Passer Moving, we maintain exhaustive control over all the documents we hold, allowing us to locate and deliver any file quickly. We also offer certified document destruction services once they expire, ensuring that sensitive information cannot be recovered.
Advantages of hiring external file custody
Greater security: protection against fire, flooding, theft and unauthorized access.
Retrench of space: Free up square meters in your office to use for other productive functions.
Control and organization: rapid access to information and secure destruction when it is no longer needed.
Legal compliance: facilitates document management and compliance with data protection regulations.
Conclusion
Continuing to store documentation in an unsecured or uncontrolled location poses a risk that can have serious consequences. external custody of files It is an investment in security, organization and peace of mind.
At Passer Moving, we offer solutions tailored to each business, with flexible, affordable costs and a total commitment to protecting your information. If you want to protect your files and optimize your business space, contact us and discover why we're the most reliable option.
Are you going to continue risking your documents or are you going to take the step toward safe and professional custody?
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