Paper documents have a lifespan for compliance and beyond

Data is a buzz word now for a reason. The amount of information, paper and digital, we are receiving and sending at any given time is exploding. The traditional ways of storing information no longer works. Technology keeps making leaps and bounds every day, but most business operations are not able to keep up with how their data is managed. As a result, they lose an important competitive edge with the businesses who are savvier with document management. 

Government regulatory industries still require that certain documents are kept for their life cycle. And if any of these records are in paper format, they need to be stored and archived properly. Storage of these documents is paramount, but also the scanning of these documents so that they remain beyond their legal life cycle may be important for your business as well. 


In order to be safe confidential documents should be stored off site to protect against loss, theft or fire. The traditional “office” has been disrupted by shared office space or some staff even working from home. Some businesses may not see the need for more physical space and will save money on rent. So what happens to the paper documents that still need to be kept? 

The new office space offers challenges; it’s best to keep any documents off site at a storage facility. At FileBankINC our storage facility is climate controlled and highly secure. We archive for any regulatory due diligence. We also scan those documents that should be kept after their life cycle or destroy by shredding them. that require any type compliance shredding and offsite storage of paper records not only strengthens business retention processes but also improves security, accessibility and regulatory due diligence. The service is FileBox™ and it's an inventory for inactive paper files.  


Offsite storage can help by: 

• Eliminates frustration and fall out caused by lost records.
• Enables on-demand access to less often used files.
• Increases staff efficiency by eliminating search time.
• Facilitates records retention planning and inventory control.
• Ensures that information assets are secured and preserved.
• Guarantees that obsolete records are securely shredded and recycled.

With the right Enterprise Content Management (ECM) solutions, like at FileBankINC, you go paperless, simplify administration processes and reduce the cost of document management. We help you to organize, prepare for compliance issues, audits, shred, and secure your critical records in our climate controlled vault, while providing you with automated access. You and your organization will have more freedom to focus on your business and what you do best. 

Please contact us if we can help at info@filebankinc.com or contact us here. Feel free to leave your comments, as well as like and share the blog. 

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