When to Outsource Your File Storage: Onsite vs. Offsite Storage Solutions

This article delves into the pivotal decision-making process for businesses contemplating outsourced file storage. It highlights the comparative advantages of onsite versus offsite storage solutions, underscoring how outsourcing can significantly improve operational efficiency, data security, and workspace optimisation. With insights into mitigating risks and leveraging local expertise, the piece serves as a comprehensive guide for companies seeking to make informed storage strategy decisions.

Have you ever pondered the reasons businesses opt to outsource their file and document storage? It might seem logical to keep all documents readily accessible, yet as organizations expand, the challenge of managing an escalating amount of paperwork becomes glaringly apparent. Initially feasible, in-house storage options soon prove to be inefficient in terms of both space and cost.

Why Onsite Storage Isn’t Always the Ideal Solution

Let’s delve into why keeping file storage onsite may not be the best decision.

Element Exposure

Paper is particularly vulnerable to environmental threats despite its common use. Standard office and warehouse spaces, sufficient for everyday activities, often lack the specialised infrastructure needed to protect documents from disasters like fires or floods. This risk endangers essential files, highlighting the necessity for offsite file storage solutions that offer stringent protection measures. This is critical as over 70% of companies today would collapse within 3 weeks following the loss of their physical documents to such calamities.

Security Concerns

The dangers of data breaches and failing to comply with regulations are amplified with onsite document storage. Without secure, dedicated storage facilities, the likelihood of unauthorised access and data leaks increases dramatically. For instance, 61% of healthcare managers admit that employees can access documents not pertinent to their duties, posing a significant risk of GDPR and personal data law violations. These breaches could result in substantial fines and reputational damage.

Moreover, the disorganised storage of documents in active workspaces raises the risk of loss, making file retrieval a formidable task. Per a study by Pericent, misplacing a single document costs around €110 to locate and €200 to replace. Choosing offsite storage not only reduces these risks but also ensures adherence to data protection statutes, giving businesses and their clients peace of mind.

Space Limitations

The expansion of any thriving business inevitably requires more room for primary operations and employee growth. Yet, physical documents consume valuable space, hindering the efficient use of office areas. With office rents in Dublin reaching €700 per square meter, maximising your space is crucial.

Balancing document retention with the need for an optimised work environment becomes increasingly difficult as your business scales. Outsourcing your file and document storage frees up crucial space, enabling businesses to refine their office layouts and smoothly accommodate expansion.

How File Storage Services Can Assist

What then is the alternative to onsite document keeping? The answer lies in entrusting your documents to a specialised records management company. These entities come prepared with the necessary expertise, infrastructure, and protocols to ensure your documents are safeguarded to the highest standards, offering both operational efficiency and peace of mind.

Preventative Maintenance

File storage services prioritise the preservation of your documents through extensive preventative strategies and climate-controlled settings. From fireproof vaults to moisture-regulated rooms, these facilities are equipped to protect your documents from various hazards, including fires, floods, pests, and environmental damage.

Regular checks and audits guarantee that these precautions stay current and in line with industry norms. In the event of a disaster impacting your business, be it a natural disaster or a security incident, your crucial data remains secure and accessible, facilitating uninterrupted business operations and disaster recovery initiatives.

Enhanced Security

For file storage providers, security is a top concern. These companies invest heavily in protecting your sensitive information, employing advanced surveillance, 24/7 security patrols, and strict access regulations to ensure only authorised individuals can access your documents. For example, at Kefron, each document is carefully barcoded upon receipt, allowing for real-time tracking and a detailed audit trail of each document’s whereabouts.

This enables clients to track their documents online and request timely retrieval or inspection as necessary, adhering to the highest standards of confidentiality and regulatory compliance as certified by ISO 27001 for security management.

Easy Access & Flexibility

Outsourcing your file storage offers unmatched accessibility and flexibility. Records Management companies use barcode tracking and a specialised Records Management software solution to track and manage all box or file movements. Maintaining a comprehensive audit trail for each document simplifies the process of finding and retrieving specific files. Whether you need immediate access to critical records or long-term archival options, storage services provide a variety of customisable solutions to meet your business requirements.

For instance, Kefron offers on-demand retrieval, long-term storage, specialised media and deed storage, and secure destruction services for documents at the end of their lifecycle. Outsourcing file storage delivers considerable space-saving advantages, freeing up essential space within your premises for downsizing to save on rent or for use in revenue-generating activities and accommodating future staff growth. Discover how a County Council optimised their space with Kefron’s expertise.

Transitioning to Offsite Storage – Steps for Outsourcing

Embarking on the journey to transition your document storage from onsite to an offsite facility is a strategic move that requires careful planning and execution. The first step in this process is conducting a thorough audit of your current document inventory. Understanding the volume, nature, and specific storage requirements of your documents is crucial for identifying the right offsite storage solution. Following this, researching and selecting a reputable document storage provider becomes paramount. Look for providers that not only meet your storage needs but also align with your security and accessibility requirements. This selection process should involve evaluating the provider’s security measures, disaster recovery capabilities, and compliance with industry standards.

Once a provider is chosen, the next step involves preparing your documents for transfer. This preparation includes organising, labelling, and cataloguing your documents in a manner that aligns with the storage system of your chosen provider. Establishing a clear and efficient retrieval process is also essential, ensuring that your business can access stored documents swiftly and without hassle. Finally, maintaining an open line of communication with your storage provider throughout the transition process can help address any concerns and ensure a smooth handover of your document management responsibilities.

Choosing the Right File Storage Provider

Selecting the right offsite document storage provider is a decision that can significantly impact your business’s operational efficiency and document security. Factors to consider include the provider’s experience in handling documents similar to yours, their storage facility’s security features, and their commitment to customer service.

Additionally, consider the provider’s ability to offer flexible retrieval options and whether they can scale their services to meet your business’s growth. Providers like Kefron, which offer detailed tracking systems and comply with strict security standards, set a high benchmark in the industry. It’s also beneficial to look for providers that offer additional services such as digital access to documents, secure destruction, and specialised storage solutions, ensuring a comprehensive approach to document management that can adapt to your business’s evolving needs.

What Sets Kefron’s File Storage Solutions Apart?

• Personalised & Localised Customer Service: Kefron stands out for its bespoke customer service, rooted in Ireland, guaranteeing prompt, efficient, and custom-tailored responses to meet the distinct needs of Irish businesses. This local insight deepens understanding of client requirements, fostering stronger connections and delivering faster, more pertinent resolutions.
• Irish Expertise: As a homegrown Irish enterprise, Kefron offers priceless local knowledge, attuned to the unique challenges and requirements of the Irish corporate sphere. This expertise ensures their solutions are not only effective but also supremely suited to Irish firms, amplifying the effectiveness and value of their offerings.
• Client Satisfaction: The notable Net Promoter Score (82.4) of Kefron reflects their dedication to client contentment. A high NPS indicates deep-seated customer trust and fidelity, establishing Kefron as a frontrunner in providing client-focused file storage services.
• Innovation at the Core: Kefron’s dedication to continual innovation means their file storage solutions remain at the cutting edge of technology. By embracing the latest technological breakthroughs, Kefron equips its clientele with the most advanced, secure services available, ensuring they remain at the forefront of the digital evolution.

Strategising for the Future: The Value of Outsourced File Storage

In summary, opting for outsourced file storage transcends mere convenience; it’s a strategic necessity for companies aiming to bolster security, streamline workflows, and optimize office space utilization. By delegating their file storage needs to expert services, organizations can protect confidential data, minimize hazards, and fully leverage their office environments. Selecting a provider with the right mix of experience and knowledge to complement your business requirements is crucial. At Kefron, we’re deeply committed to client satisfaction, making outsourced file storage a wise choice for future-proofing any business.