Effective record-keeping and document storage is an essential part of running a business, whether your business is big or small. If your company has sensitive customer information, you will have to adhere to certain regulations and will be required to store this information for a pre-determined period of time, before it is eventually destroyed.
Luckily, there are now various solutions for document storage in Toronto, and we’re going to take a look at some of the ways businesses are currently keeping their records and documents:
Filing cabinet
This is the most traditional way of storing your documents, but it’s still an effective method if you have to store physical paper files. For a small business, keeping files on-site can be simple and convenient. However, as a general rule, the larger your business gets, the more paper you will likely have to store, so this could some becoming an ideal option when you run out of space. What are the solutions?
Computer database
Computer databases are ideal for digitally storing files, and can allow you quick access when you need it, without having to physically root through reams and reams of (alphabetically ordered) paper. Most of the time, the ‘search’ function will do most of the hard work for you. However, if you are relying on a computer database for your document storage, you will have to make sure your data is backed up, otherwise you could be vulnerable to a computer crash, a cyber attack or hacker, or a natural disaster such as a fire. The same can be said if you are storing your information on a network-attached solution where all the company’s computers can access and save files within the same network.
External hard-drives
External hard-drives or HDD are another great solution for storing your documents, and can also be used as a back-up option. Because they are external, they are not reliant on your CPU and can comfortably store terabytes of data. They are also easy to transport if you happen to switch between offices, or go on a business trip.
Cloud database
These days, many companies are moving to the cloud, and it’s easy to see why. With all your data stored digitally on servers based anywhere in the world, they offer security and easy access, wherever you might be. However, cloud storage can still be vulnerable to crashes, or ‘down-time’ where you might not be able to access your documents – although this is rare.
Document storage at Safe Storage Depot
If you’re looking for secure document storage in Toronto, Safe Storage Depot could be the answer. They offer convenient and secure locations for storing your documents, along with a shredding service at a low monthly cost. Your documents are kept safe in a climate-controlled environment, and can even be picked up and delivered by a courier, so you won’t even have to worry about transport. Access your records and paper files 24/7 without having to worry about hefty filing cabinets.
