7 Offsite Record Storage Benefits

0
31

Data security breaches remain the most significant threat to businesses and organizations in a highly automated world. 

Recent studies have shown that 43% of cyber-attacks are aimed at small businesses, costing each enterprise about USD$ 2.2 million a year. Moreover, 60% of small businesses that fall victims to cyber breaches close within six months.     

Data protection is every entity’s primary responsibility, but keeping your files onsite may come with certain risks and increased costs. Offsite record storage and online data backups may prove to be a better option. 

  • Reduces additional costs   

With an onsite data storage facility, your business has to pay for monthly rental space and physical storage tools such as cabinets and file cases. You’d also have to ensure the area is appropriately maintained with adequate lighting and temperature control. Conversely, subscribing to offsite data storage would only require a standard 20ft shipping container and minimal monthly storage fees.  

Of course, renting an extra room might hurt your bottom line as it costs more than tapping offsite records storage services. However, this extra cost may still be better than trying to set up an onsite data storage facility of the same scale. 

  • Increases physical office space   

Small businesses often have limited spaces for their staff and inventory. If documents are stored onsite, it can take up a large area, for which an owner may have two options: to lease additional space or to hire an offsite data storage partner. 

An offsite data solution is the better option, considering the expenses needed to set up and maintain a file storage room. Organizations can free up considerable office space for additional hires with this method. 

  • Provides increased levels of accessibility 

Organizations that prefer to keep their data onsite cite easy access as the primary reason for doing so. Unfortunately, this isn’t always true in this day and age, especially if your company greatly depends on remote working arrangements. Besides, carrying confidential documents anywhere could expose your business to further risks. 

Moving your valuable data offsite is much more convenient and makes access to real-time data online easier. By storing business, client, and other information offsite and making it available securely online, field-based and remote staff can access critical data anytime, helping streamline work processes, and allowing collaborations between team members regardless of their location. This storage model can also benefit business executives who need access to business data anywhere and anytime to make data-driven decisions.     

  • Quick and automated document retrieval 

If your physical data filing strategy was questionable from the get-go, you’d likely spend hours after hours searching the archives for the correct information. The filing system mainly depends on the data manager, who sometimes uses their discretion to organize physical files. 

For instance, looking for a client’s records under their family name might be logical. But if your data manager chooses to file based on their first names, it can be challenging to retrieve the documents.

Offsite data service providers often have systems that make retrieval a breeze. They’ll ask you to furnish them with a directory of files in every folder and scan these items for quick and automated recovery.  

  • Offers protection from physical damage 

Some might think that onsite document keeping offers the best protection because you can monitor who goes in to see and check the files. Unfortunately, that may be the only benefit you get from this method, and it’s not even foolproof. For instance, a team member or outsider may attempt to stage a break-in to get sensitive and valuable information in your office. Even worse, your documents are also at risk of getting damaged by moisture if you’re located in a disaster-prone area.

Conversely, offsite record storage providers have state-of-the-art temperature control systems to reduce humidity and fire-control tools to protect your files. Add to this the advanced surveillance and security systems they offer and it’s easy to see how well-protected your data could be. 

  • Optimal security 

Besides physical protection and security, offsite data storage companies have access to the latest digital technologies. They often complement the already secure cloud storage services with encryption tools to protect your data from cybercriminals. Data encryption ensures that these fraudsters won’t be able to use any of your data in case of a successful breach. In addition, some security systems can detect hacking attempts and successfully repel them. 

  • Helps minimize downtime  

All organizations must have a disaster recovery plan outlining their actions in cases of natural disasters, data breaches, and other significant business disruptions. Without offsite data storage, businesses may take several days to a few weeks to recover data from their on-premise servers. Companies can minimize downtime by accessing helpful information with a reliable offsite data partner.     

Concluding thoughts 

Offsite record storage gives even startups with limited budget access to the best form of data protection at a fraction of the price of on-site setups. With the benefits mentioned above, it’s hard not to pass up on this type of service, especially if provided by a reputable company.

References

  1. Shepherd, M. 16 December 2020. 30 Surprisingly Small Business Cyber Security Statistics (2021). www.fundera.com. https://www.fundera.com/resources/small-business-cyber-security-statistics. Accessed 19 July 2022.
  2. Higher Information Group. 20 December 2021. Top 3 Benefits of Offsite Document Storage. www.higherinfogroup.com. https://higherinfogroup.com/top-3-benefits-of-offsite-document-storage/. Accessed 19 July 2022

  3. Heisdorffer, C. 29 June 2022. Benefits of Offsite Record Storage. www.recordnations.com. https://www.recordnations.com/2015/06/benefits-of-offsite-record-storage/. Accessed 19 July 2022