Self Access V Managed Storage
Self Access Storage - are you aware of the pitfalls?
Are you sure you're aware of the potential problems that can occur when opting for a Self Access Storage solution?
The initial financial outlay may seem small at first, but have you considered the ongoing hidden costs?
Is Self Access as uncomplicated as it seems?
The below guide to Self Access and Managed Storage solutions gives details of the questions and facts that you should know inorder to make an informed decision on which storage solution is the best for you and your business...
Security of Records
Managed Storage
Security checked employees - Only authorised people are accessing your records or entering our premises.
Storage Space– The space allocated in the storage facility is permanently allocated to your box, no matter how many times you request it. More importantly you only pay for the space you are using.
VESDA – Very early smoke detection apparatus –state of the art fire protection 24 hours a day, 365 days a year.
Vaulted Storage – Increased security for high value documents such as deeds, wills, payroll and finance agreements.
CCTV – Round the clock surveillance safe guarding your business assets.
Intruder Alarms – Fully certified systems, 24/7 remote monitoring.
Self Access Storage
Unauthorised access – Do you know who your neighbour is? A variety of different businesses and individuals store their paper work and personal belongings in self access units. This means that there’s a constant thoroughfare of unsupervised people tracking through the units posing a potential threat to your records.
Basic sprinkler fire protection systems - Often used in self access storage units. Water sprinklers can be as damaging to paper
documents and media tapes as fire!
Efficient, Cost Effective Records Management
Managed Storage
Legal compliance and money saving -PHS Recordsmanagement provides an efficient and effective document management programme to help protect your business against the risk of litigation and legal investigation. A well structured programme will inform you of when you can safely destroy your outdated records, meaning your company isn’t wasting money on the unnecessary storage of records beyond legal retention dates.
Storage Costs - Importantly you only pay for the space you are using, which means you can save in excess of 25% of your storage costs.
24 hours 7 days a week service – PHS Recordsmanagement offers a service that includes pick-up, delivery, inventory, retrieval, storage, imaging, data archiving, business continuity,destruction of records and files as well as an online customer system providing real time online access to your account.
Self Access Storage
Time consuming and costly- When opting for a self access storage solution, the burden of organising your own records management programme, understanding the life cycle of your business records as well as knowing when and how to destroy old records securely, can be a time consuming and costly for you and your business.
Storage Space – You have to rent by the unit therefore unutilised space still has to be paid for.
It’s all down to you – The burden of managing, accessing, and
destroying your records is all on your shoulders. Searching through endless files in cabinets or boxes high up on racks, takes time and money and the slightest delay in accessing an important document
or file can be detrimental to the success of your business.
· It’s very expensive sending employees for retrievals or returns.
· Employees are usually not dressed for the occasion and
prefer not to do this.
· When employees do not use an organised process, how do
you find your files?
Health & Safety
Managed Storage
Purpose built racking – Evenly spaced racking systems ensure boxes are not crushed under stacks of other boxes, or collapse under pressure. Cherry Picker machinery is used by trained personnel to access boxes on high racks, complying fully with H&S standards meaning your company isn’t wasting money on the unnecessary storage of your outdated records.
Self Access Storage
Potential racking complications - In house storage units are not always equipped with racking units. Boxes are often stacked unsafely on top of each other forming a tower of unsteady heavy boxes at risk of
toppling and causing injury.
Unmanned and unsupervised- Your personnel are forced to climb racking themselves to retrieve boxes, which could lead to a dangerous fall and serious injury.
