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How important are our files in terms of our overall business?
Each file exists to support a business activity. It records the history, the vital details and the facts. If you lose a file you may be lucky. The pulse of your businesses life may just miss a beat, and recover, given time. This should act as a warning. The next time you may put your very business existence in jeopardy.
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Why store offsite?
Storing documents and media offsite can guarantee benefits which otherwise may be difficult to maintain, such as the security of controlled access to your documents & data, correct storage environments, and disaster planning. It provides around-the-clock service, and ease of access to your managed information. It also introduces efficiencies in your space, manpower, and budgetary requirements in this area.
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How much could a lost file really cost you?
Lost files destroy credibility, disrupt clients' relationships and lose business. They can precipitate litigation and seriously reduce efficiency. To survive, you must have control over your files and know where they are at any moment in time. Filestores can facilitate this for you.
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How long do files legally need to be kept for?
Different categories of files have different legal retention periods. Some files need to be kept for as little as one year, whereas others need to be permanently retained. Filestores can help advise on standard retention periods. We record the destroy date approved by our clients, onto our document management system. When documents have reached this date, we report this to our clients who then have the option to proceed with their destruction. This document management system means that extra costs are not incurred by storing files longer than legally required to do so.
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With my files stored offsite, what happens if I need to refer to one?
Through our electronic barcode tracking system, Filestores are aware of the exact location of your files at all times. We provide a complete retrieval and delivery service, using only our own vehicles and personnel. Filestores can deliver a requested file to your offices in as little as one hour.
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