Seven tips for successful storage

1) Choose a storage facility that can meet your business requirements

PHS Recordsmanagment offers safe secure storage for all documents, files, archive boxes, Cd’s, DVD’s and computer back up tapes. This means the cost of your storage service can often be reduced when using just one supplier for all your secure storage needs, regardless of what type of business you are.
 
2) What do you need to keep?

Understand which records and data you need to keep for your business. PHS Recordsmanagement can assist you in forming and organizing an index of all the records within your business. We offer you support throughout the process of indexing your company information, and in turn, this will enable you to understand the types of records that you have, distinguish the information that needs to be kept, and help you to maintain a clean pool of timely and relevant information with the dates applicable for when items can eventually be destroyed.

PHS Recordsmanagement can securely store items, which may never need to be retrieved, but need to be kept for legal reasons utilising our ‘Deep Storage’ facility.

For items which require retrievals on a frequent basis, PHS Recordsmanagement has various retrieval options, including the ability to retrieve and return a physical box/file or scanned image to the requester, often within as little as 2 hours from the time of request.
 
For a quick guide on document retention, Click here

3) Setting retention dates

Don’t retain data for too long. Defensibly storing data that is unlikely to be used again not only contaminates your clean data pool, but will also bring unnecessary costs for your business. 

PHS Recordsmanagement offer all clients ‘Automated Review’ option for clients who wish to be notified about items which have reached their “sell by date” within our storage. This means that we pro actively work with our clients to ensure items are only stored for the required period of time, rather than until someone remembers to check what is stored offsite!
 
4) Accessibility
The information that you store needs to be searchable and easy to retrieve. Name your record boxes, files, CD’s etc with memorable names and codes.

5) Things to consider when choosing a secure access storage facility
There are many aspects to consider when choosing a secure offsite storage facility for your business assets, Such as:

• Location of the facility– Is your chosen facility local enough for you to be able to retrieve files and documents promptly? 
• Security standards of the facility – Does the facility exercise adequate security measures? Including:
• Security checked staff
• High quality smoke detection systems
• CCTV
• Intruder alarms
• Vaulted rooms
• Does the facility employ staff who respond quickly to your requirements and provide a helpful, friendly and professional service at all times
• Is the facility limited in terms of the file retrieval methods it can offer? Can it offer a full tracking retrieval system and audit facility?
• PHS Recordsmanagement are able to retrieve your files and track how many items are still remaining with the client and have not been returned to secure storage. Keeping a close eye on where your documents are at all times. 

6) How to pack a box

PHS Recordsmanagement provides all of its customers with a complete guide to box packing and how to create an inventory for boxes and documents. As a quick guide to box packing, however, you may find these guidelines useful: 

· Do not mix material with different retention dates within the same box.
· Don’t over fill a box and make too heavy to carry.
· All archived boxes must have their contents correctly and accurately listed.
 

7) Buy quality storage boxes

PHS Recordsmanagement also supply high quality, archive storage boxes in both A4 and A3 size. When assembled, the boxes are double sided and triple ended in thickness, making them durable and robust. They are topped with deep lids, to allow extra strength for stack-ability.

PHS Recordsmanagement can also provide your company with heavy duty, high quality Pelicase’s for valuable, sensitive computer back up tapes, DVS’s or CD’s