• Access Records Storage

    Paper Vs. Cloud: When Should Your Office Convert?

    When it comes to running your business, you may have the tried and true method of storing all your information in paper format. This could include invoices for sales, receipts for services, and even employment and customer records. However, on the new technology forefront, many businesses are running to the Cloud to store all their data in one place. While this is the newest and latest trend in data storage, is it really the best solution for all businesses? Let’s discover a few items that need to be carefully considered before moving from all paper storage to an all Cloud office. Keep these ideas in mind as you contemplate the switch over.

    Cost of Paper vs. Cloud

    One of the main things to consider when you’re thinking of converting is the cost it will result in for your business. When it comes to moving your files to the Cloud, you can expect a large price tag every year. The file movement can cost tens of thousands of dollars a year to move over your large number of files that must be uploaded.

    One of the larger costs involved is with the network bandwidth needed to store your files on the Cloud. Also, you should expect to pay fees for uploading or downloading your information as well. In most cases the company is offsite that handles all this information but you’ll still have to pay for labor costs as well. You also need to calculate costs of long-term storage. This is something you’ll be paying for every single month that your information is being stored on the Cloud. All of these costs can add up quite quickly when it comes to moving from paper to the data storage methods on the Cloud. Plus, when it comes to data information, that will also have to be uploaded into the system.


    You will also have to consider the cost of upgrading your entire system. If your current computer and tech system cannot handle the load that the Cloud will put on it, it has to be upgraded to one that can. You’ll also have to consider that the more users you have for the system, the more licenses you have to acquire as well. Your programs will also have to have updates as the operating systems publish upgrades to the Cloud. This is another area of potential problem.

    Instability of the Cloud

    Another factor to consider is when you are doing an upgrade on the system from the Cloud, will you lose your past data? If there were files uploaded in an earlier version of the system, will this cause you to be unable to retrieve that file? Also, what if the Cloud itself goes down due to a bug in the system? When this happens then all your files are unavailable to you which can cause major problems when running your business. Consider this scenario. A few months ago, some type of virus or problem snuck into your programming system. It is now four or five months later and you just discovered the issue. Can you go back and fix what has happened over those several months or are your files lost?

    Technical Knowledge

    Another aspect of moving over to this method of storing data is making sure your office has someone who can handle the technical side of this process.  You’ll need someone who is trained in managing, uploading and downloading content, and making sure that the Cloud is functioning as it should. This could be another added cost to your budget each year depending on whether or not you have to hire a new employee just for this process.

    When it comes to data storage, there are also laws regulating the storage of personal and confidential information. Your employee responsible for this process will also have to be someone who knows what regulations are in place and will have to continually keep updated on the new processes passed down.

    Benefits of Staying with Paper Filing

    While technology is advancing every day and the Cloud can be a great option for some, paper filing has and always will be a great way to store your data. You do not ever have to worry about the files being corrupted after you’ve printed them or losing them in the Cloud anywhere. You do not have the concern of the paper needing to be upgraded or a virus stealing the information of your clients.

    Paper storage can be done offsite or onsite making it easy to access the files whenever you need to. Consider the fact of an audit on your business. Would you have to print out all the files from the Cloud storage for your auditors to look at or would it be easier to just grab the files they have requested? If you have to give the auditor access to your Cloud files, they may have access to much more than they should have access to. More access offers the ability to have more complications and issues with your audit.

    What Route Should You Take?

    There really are benefits and disadvantages to both the Cloud storage and paper storage. Keeping your files on paper means you have to find a physical place to store them all and keep them for a certain period of time. If you have them on the Cloud then you run into the extra cost of having to upgrade your systems, pay someone who knows what to do with the storage itself, and pay to have the storage itself. The best option would be scan on demand. When you need a paper file, scan it as you need it. Then your costs are lowered via services and labor for your non- accessed storage

    Typically, when it comes to storing your business files the best route to go would be a mixture of both the Cloud and paper storage. Stick to the adage of not keeping all of your eggs in one basket. It will make it easier to access some of your files but also reduce the added cost of Cloud storage and upgrades on equipment. Keeping balance is always recommended and the storing of your files for your business is no different.

    Questions? Please click to our contact page:

    Contact us today and ask for a free consultation. Let us show you how we can save you time, money, and labor.

  • Business and Identity Theft

    Is Your Business Protecting Personal Information?

    Once your business is finished with sensitive information derived from consumer reports, what happens to it then? Under the Disposal Rule, your company must take steps to dispose of it securely.” – FTC.Gov

    In today’s world, almost every business is aware that protecting the privacy of customers, patients, employees, etc. is a required by law and of the utmost importance. But just how familiar are you with current laws? Are you confident your business is following proper protocols and protecting personal information? With fraud and identity theft happening around us at increasing and alarming rates, it’s critical you follow procedure so you’re not exposed to costly liability. If it’s your job to protect valuable information in your business or workplace, you may want to take a moment to read the following information provided by The Federal Trade Commission on FTC.Gov:

    “Any business or individual who uses a consumer report for a business purpose is subject to the requirements of the Disposal Rule. The Rule requires the proper disposal of information in consumer reports and records to protect against “unauthorized access to or use of the information.” The Federal Trade Commission, the nation’s consumer protection agency, enforces the Disposal Rule.

    According to the FTC, the standard for the proper disposal of information derived from a consumer report is flexible, and allows the organizations and individuals covered by the Rule to determine what measures are reasonable based on the sensitivity of the information, the costs and benefits of different disposal methods, and changes in technology.

    Although the Disposal Rule applies to consumer reports and the information derived from consumer reports, the FTC encourages those who dispose of any records containing a consumer’s personal or financial information to take similar protective measures.

    Who must comply?

    The Disposal Rule applies to people and both large and small organizations that use consumer reports. Among those who must comply with the Rule are:

    • Consumer reporting companies
    • Lenders
    • Insurers
    • Employers
    • Landlords
    • Government agencies
    • Mortgage brokers
    • Automobile dealers
    • Attorneys or private investigators
    • Debt collectors
    • Individuals who obtain a credit report on prospective nannies, contractors, or tenants
    • Entities that maintain information in consumer reports as part of their role as service providers to other organizations covered by the Rule

    What is “proper” disposal?

    The Disposal Rule requires disposal practices that are reasonable and appropriate to prevent the unauthorized access to – or use of – information in a consumer report. For example, reasonable measures for disposing of consumer report information could include establishing and complying with policies to:

    • burn, pulverize, or shred papers containing consumer report information so that the information cannot be read or reconstructed;
    • destroy or erase electronic files or media containing consumer report information so that the information cannot be read or reconstructed;
    • conduct due diligence and hire a document destruction contractor to dispose of material specifically identified as consumer report information consistent with the Rule. ” 

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  • Document Storage & Access Records Storage

    Document Storage & Employee Liability.

    Access Records Storage
    Document Storage & Access Records

    Ask Yourself:

    • Is your document storage unknowingly putting your company at risk? Do you have unsightly stacks of boxes in a back room or scattered about your entire building? Are your employees carrying, lifting and transferring your documents in an unsafe manner that increases your employee liability?
    • Do your employees waste time traveling to a hot, dusty mini-warehouse when they could be doing more productive work?
    • Are you still climbing into the attic with boxes in hand trying to manage your own document storage? How much is your current system costing you?
    • What is your liability when employees travel or carry boxes?
    • Is your current document storage system secure and confidential?
    • Can you determine the location of any box or document instantly?

    Now consider these benefits:

    • We supply tracking, delivery, security, 24-hour burglar and fire monitoring and much more. We also offer secure records destruction and document imaging technologies.
    • No matter where you have your records now, storing them with Access is safer, less expensive and more efficient.
    • Computerized Bar coded inventory
    • Retention Dates and Destruction Service (In house shredding)
    • Individual File Retrieval
    • Storage Containers
    • Full Security with State-of-the-art Record Storage Building
    • Each employee is insured and signs a confidentiality agreement.
    • Only authorized personnel are allowed into the warehouse.
    • Client authorizes which of their personnel can access their records. Individual security codes are available.
    • Vehicles are secured when drivers are not present.
    • Our facility is equipped with a complete fire, heat and smoke-detection system, and with surveillance cameras and motion detectors everywhere!
    • Our hard-copy area is protected by an Early Suppression Fast Response sprinkler system, which meets or exceeds all ISO and NPFA requirements.

    Access Records Storage, Inc. has been serving customers since 1991. Over 150 companies, large and small, trust us to manage more than 90,000 boxes of important and confidential records.  We serve the Central Florida Area, including Ocala & The Villages with dedicated professional services and staff. Every customer and every box is very important to me. Confidential, personal service is the foundation of my company’s success. You will always receive personal, fast service. I guarantee it.

    Keenan Helvey, President

    Questions? Please click to our contact page at:

    Contact us today to book a time for a free consultation and let us show you how we can save you time, money, and labor.


  • How Safe is Your Cloud Backup?

    Access Records Storage

    How Safe Is Your Cloud Backup

    We have all seen the news  and heard horror stories about the many lapses in security for electronic data storage lately. One must wonder, how many breaches have occurred that we have not heard about? It’s a scary thing to think that some outside person could have access to your confidential information. As a business we all have to take this very seriously. The clean-up and liability from a breach can cause a large financial and public cost to your company, and a small business has just as much at risk as a large company! Did you know your offsite storage is just as important, if not more so, than your online back up?

    Access Records offers a backup rotation and library of your data stored on hard drives or tape backups on a schedule that fits your needs. We can store your physical data in our climate controlled vault. We pick up as often as daily (if needed) and rotate your new backup out with older backups to your offices. This provides you the ability to go back in time if there is certain data that needs to be retrieved. You are then assured that your data is safe and not left to the cloud. If you have questions about the safety of your backups/system in place, give us a call. We’re happy to answer any questions and we’re here for our community.

  • Are Your Photos, Personal Documents & Timeless Treasures Safe?

    Access Records Storage

    Are Your Documents Safe? Access Records Storage

    Ask Yourself….

    Right now, where are your photos, personal documents, work files, timeless treasures, keepsakes, computer backups, etc.? Just a few of your most important items we’re sure you DON’T want to lose. Now consider this: at any given moment – theft, fire, flood, power surge, static, water damage or worse, could wipe them all out. Have you taken the best steps to protect them? You don’t have to figure it out alone, call us today for a free consultation and complete peace of mind.

  • Apple Pay. The Next Technological Revolution?

    Will The Villages, Ocala and Gainesville partake in this new wave of technology?


    The year 1997 witnessed a revolution in contactless payment service in the form of ‘speedpass’, coined by Mobil Oil Corp. (now known as ExxonMobil), for the electronic payments.  Around the same time food & beverage giant Coca Cola too had introduced mobile payments technology, where-in customers could make a mobile purchase. While that was the scenario in the US, the situation in Asia: the biggest emerging economy, was under the grip of a financial crisis. This led to fears of a worldwide economic meltdown and the financial contagion had slumping currency in the region, immensely affecting the worldwide market.

    Nearly after two decades, In September 2014, Apple Inc. an American multinational technology giant led a revolution in mobile payments with a new category of service, Apple Pay: an easy, secure and private way to pay the bills; online & offline. With too many frauds & scams being reported globally, the app is specially designed to protect the users’ personal information and does not collect any transaction information or card details. On the other hand, it cuts down the fees charged by banks and charges levied on credit card / debit card transactions.

    Apple pay, launched in United States: uses contactless payment technology and unique security features available in iPhone 6, iPhone 6 Plus and Apple watch compatible devices. With a fledging economy, a strong dollar and with improved purchasing power, the launch of apple pay resulted in robust sales for Apple for the year ending 2014, soaring the total revenue of the organization in North America to $30.6 billion (Source: Apple), a 23% increase in revenue.

    Asia Pacific, a good market to tap as it is estimated to have larger middle class than Europe and North America combined. There will be huge economic shifts in the region resulting in momentous changes in economic pattern of consumption, which actually was a key challenge faced by the business organizations earlier. China is going to lead the Asia Pacific region in terms of revenue. Greater China including Hong Kong and Taiwan accounts for $5.94 billion (Source: Apple Inc.) for quarter 2 ending in 2014, which is up by 28%. Whereas Japan and the rest of Asia Pacific accounting for $2.56 billion (Source: Apple Inc.) and $2.16 billion (Source: Apple Inc.) respectively, making the region second largest revenue source for the organization after North America. Overall, Asia Pacific revenue have grown 15.5% in past 12 months. In this region, Apple has already made its presence known and with launch of Apple Pay app, it will have an edge over other big market players such as Nokia, Samsung, Xiaomi, Oneplus and others, and it will be able tap larger market share in compared to others.

    As in North America, retailers and banks have tied up with Apple Pay, for secure and contactless transactions, likewise a leading domestic bank card organization: UnionPay was added as one of the payment option for customers in China. Tie-ups with a bank and e-commerce giant Alibaba group holding Ltd. will help apple to increase its market share, leading to no-card, no-cash payment system to iPhone users in the region.

    By 2020, India can be huge potential market for Apple Inc. – Apple Pay, currently with growing working class young population and increasing disposable income, the market stills largely runs on cash, even though debit and credit cards are used in major cities. This will change the way consumers pay with breakthrough contactless payment technology and unique security features with easy, secure and private way for payments.

    Apple Pay has led to revolution into mobile payment technology with another South Korean multinational conglomerate company – Samsung, one of its biggest competitor in the market, launched Samsung Pay in United States and Korea, for its android phones in March 2015. To tap the major market share Samsung had partnered with major payment networks such as MasterCard and Visa. In order to expand the partnership they are closely working with other financial institutions such American Express, Bank of America, Citi and JPMorgan Chase and are deeply committed to uphold security and user data privacy to the highest industry standards.

    As it is rightly said that nobody can be certain about the future but we believe Asia pacific holds the best growth potential for Apple by 2020, with major competition coming from Samsung.

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