Answering Common Questions About Records Management

The paperless office is an admirable goal, but it usually isn’t possible to eliminate paperwork entirely. Certain important documents need to be preserved for a set period of time, but keeping them from taking up too much office space can be a hassle. If your company’s document retention policy has resulted in reams of paperwork, it’s time to start thinking about storing your important documents off-site in New York City.

Which records do I need to keep?

The answer can vary, depending on the specific industry you’re in. For instance, law offices must abide by more extensive document retention requirements than the average retail store. All businesses need to keep tax documents for a set period of time. Talk to your accountant before shredding old tax documents, and when in doubt, don’t throw it out. The following are some common examples of documents you may need to keep:

  • Permits
  • Shareholder agreements
  • Company bylaws
  • Leases or mortgages
  • Board minutes
  • Formation documents
  • Annual financial statements
  • Licenses, copyrights, and patents
  • Purchase and sales receipts

Why should I store records off-site?

When a business is young, a filing cabinet will typically suffice for records management. But these records will continue to grow, and eventually, you might find that a significant portion of your office space is dedicated to records preservation. This is inefficient, and you can find a better use for the space. You might need to add a new conference table instead, for instance, or a couple of new desks for new employees. If you see clients at your office, storing records off-site is particularly important. Optics is everything for customer-facing businesses: What would your customers think if they saw stacks of paper piled up everywhere? The off-site retention of files is an easy solution.

Will my records be secure when stored off-site?

It’s likely that your records will be far more secure off-site than they would be in your office. Professional records retention services have the know-how and resources needed to keep your records secure and in good condition.

How can I ensure easy accessibility of needed documents?

You can access your important documents at any time. If you’re concerned about getting instant access, consider scanning documents to your own secure database. Then, keep the originals in an off-site storage facility.