►How To Choose The Right Document Storage Company
Don’t Choose Any Document Storage Company
Until You’ve Asked Them These 12 Critical Questions
SECURITY
1. What steps do you take to ensure that my stored documents will be safe?
Document security should be the number one priority of any document storage company. If you’re considering a mini-storage unit rental or a moving and storage company, ask them how they intend to protect your documents.
Storage Solutions- We offer the highest level of security. Our buildings have an alarm system and motion detectors. Our doors are always locked and pass-card entry is required to gain access to our entrances and to the storage area. So you can be sure that no unauthorized personnel will ever have access to your records.
2. Do you use a third party to run criminal background checks and random drug-tests on all your employees?
There are some people that should never have access to your confidential information. Ask your prospective storage company to name the organizations they use to run criminal background tests and random drug tests, and ask for proof that all their employees have passed these tests.
Storage Solutions- We offer documented proof that all our employees have completed pre-employment criminal background checks as well as on-going random drug tests.
3. Do you offer a Document Security Guarantee?
If your documents fall into the wrong hands while another company is storing them, you’ll want to make sure they have insurance to protect you against all your loses. Sadly, most storage facilities offer no insurance protection against these losses.
Storage Solutions- We’re the only company that offers a Document Security Guarantee. Simply stated, we guarantee 100% reimbursement of ALL documented loses, if your confidential information falls into the wrong hands while under our care.
SERVICE
4. Will I have access to my files, 24/7?
Most storage companies only give you access to your documents during normal business hours. If your organization sometimes needs emergency access to stored files, you’ll want to make sure you can get to your records anytime you need them.
Storage Solutions- We offer 24/7 file access and an emergency service guarantee. Your records will be ready for pickup within 30 minutes or delivered to your door within 2 hours, anytime day or night…guaranteed!
5. Do you offer a money-back guarantee?
When you’re trying a document storage facility for the first time it’s important not to get trapped in a long-term commitment. Ask any prospective document storage company if they offer a money-back guarantee.
Storage Solutions- We offer the area’s only 90 Day Money-Back Guarantee. If you aren’t satisfied with our services, for any reason, we’ll refund 100% of your storage fees, no questions asked.
6. Will you keep track of my files and notify me when they no longer need to be retained?
Most document storage companies have no system in place to notify their clients when certain documents have outlived their usefulness and no longer need to be retained.
Storage Solutions- We don’t think you should have to pay to store outdated files. That’s why we keep track of your files and notify you when they should be destroyed.
FACILITIES
7. Are your facilities “hurricane-ready”?
Many storage facilities use metal construction that can’t withstand hurricane winds and other natural disasters.
Storage Solutions- We exceed county standards with reinforced concrete block construction that can withstand winds of up to 140 miles an hour. During the 2004 hurricane, while other storage companies scrambled to save their records, Storage Solutions suffered no damage to their facility, and remained open to service their clients.
8. Is your storage facility air conditioned?
Mold and mildew can be a big problem for your documents if you choose a storage facility that is not air conditioned. Make sure your storage facility is air conditioned and not just “climate controlled.”
Storage Solutions- All of our storage areas are air conditioned 24/7.
9. How often do you spray your storage facility for pests?
Pests and insects such as rats, roaches and spiders can destroy your stored documents. That’s why it’s important to choose a document storage company that sprays their entire facility and not just the common areas.
Storage Solutions- We use a monthly pest control service to spray every inch of our facility.
10. Will I need to provide my own shelves?
It’s important to keep stored boxes of documents on metal shelves. This not only allows easy access to your files, but it also prolongs the life of your boxes and your documents. But remember, mini-storage facilities DO NOT provide shelving. So if you choose this storage option, you’ll need to purchase and install the shelving yourself.
Storage Solutions- We store all of your boxes and documents on our metal shelves.
COST
11. How much will it cost to store and deliver my files?
Mini-storage facilities usually charge you more to store documents than full-service storage facilities and they do not offer file delivery service. Storing documents with a moving and storage company can be less expensive, but their file delivery charges are often much higher. Ask any document storage company that you may be considering to give you a list of their charges, in writing.
Storage Solutions- Many people are surprised to learn that our storage prices are not only comparable to Moving & Storage facilities, but actually 10% - 30% less than the typical “no-service” mini-storage facility. Our delivery prices are the lowest in the area. File retrieval is only $1.50 per record and delivery charges are as little as $4.50.
12. Do you offer same-day delivery, at no extra charge?
Next day delivery is the service standard offered by most other full-service storage companies.
Storage Solutions- We don’t think you should have to pay extra just to get your files delivered on the same day you request them. Place your order by noon and we’ll provide same day delivery at no extra charge.