Document Storage Provider Checklist
If you’re considering outsourcing your archive storage to a 3rd party provider you need to check key issues such as data security, access and protection. Data Protection is a legal requirement for UK businesses, so consider how and where your paper records will be stored and who will have access to them.
Here’s a quick checklist to consider for you outsourcing requirements:-
1. Does the provider offer document storage and retrieval services? Outsourcing your archives no longer means that you have to wait for up to a week to see your documents again, relying on courier services. Storage Providers now offer fast document storage and retrieval solutions called scan on demand. This means you can store records offsite, place a file request and quickly receive your information back in digital format, via a secure ftp site, straight to your desktop.
2. What security measures are installed at the facility? Document storage security measures to look out for include early fire detection alert systems such as VESDA(very early smoke detection alert), argon gas protected storage, water detection, Redcare security and biometric finger print entry.
3. Archive Facility Features? Where will your records will be held, is the facility temperature controlled.
4. Is the company accredited for information security and quality management systems? Accreditations to look out for include ISO27001for information security and ISO9001/2008 for quality management systems.
5. Does the document storage company manage your archives for you? Some companies offer fully managed storage. This means your documents will initially be indexed and bar-coded. Once completed, managed destruction dates can be arranged for your records. Look for a provider who can offer secure destruction for your records at their site. Many companies keep records for years, for no apparent reason. Outsourcing your storage to a 3rd party document storage and retrieval company can help your business manage your records more efficiently and ultimately save you money on physical storage costs.
6. Who has access to your records? Has the provider completed security checks on employees? Standard checks such as Disclosure or CRB are advisable.
Companies should consider document protection as part of their ongoing emergency planning process. After all, what would be the consequences of losing your paper records? Businesses are responsible for keeping data securely, as part of the data protection act, so this is something you should review on a regular basis.