Category Archive for: ‘Records Storage’

  • 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.


  • TAB Webinar: Records Retention in the Real World, Part 1

    Need an introduction to the issue of retention schedules? This tool will help you understand where you need to begin to focus your efforts, and get you on the road to creating the retention schedule your organization needs.

    Important: If you store your records with Iron Mountain Records Storage, we can save you 33% or more! Call us today for a quick no-obligation comparison.

    Compare Us To Self-Storage
    Compare Us To National Storage Companies
  • Email Records Retention Video (Part 1 of 4)

    Organizations, both big and small, need to ensure that they are not making headlines for the wrong reason: Non-Compliance. Now available online for a limited time only, Messaging Architects presents a compelling four-part Email Compliance Video Series, presented by Technology Attorney, Benjamin D. Wright.

    Important: If you store your records with Iron Mountain Records Storage, we can save you 33% or more! Call us today for a quick no-obligation comparison.

    Compare Us To Self-Storage
    Compare Us To National Storage Companies
  • Fotolia 37693168 XS

    PA County officials clash over records storage

    This article reveals how costly building and operating your own records storage facility can be. Outsourcing your records to a local offsite record storage company can reduce or eliminate capital expenditures, operating costs, and start-up time.

    Click to read article

    Please call Access Records Storage, Inc. to learn how you can quickly and inexpensively you can store and manage your records in Ocala, Florida.

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