5 Reasons Your Business Needs Secure Document Storage

When it comes to running a business, there is no doubt that there will be a variety of documentation and sensitive information that you need to keep safe.

Despite many businesses aiming to be paperless, there is still a huge reliance on physical paper documents. Storing those documents can be a real issue to contend with. They take up lots of space, can become extremely disorganised and in many cases, must be kept confidential. Here are 5 reasons your business needs secure document storage.

What are the legal requirements for document retention in the UK?

Depending on the nature of your business and the various records that you keep, there are different legal requirements that you should adhere to. For the majority of records, the recommended retention period is 6 years after they expire, but in some instances, the retention period can be as high as 10 years.  There are also UK laws in place that require the disposal of specific documents after a certain period of time, including HMRC documents which can only be kept for a maximum of 6 years and 11 months. 

The legal requirements for the retention of your business documents should be thoroughly researched before storing or disposing of any documentation. 

Why does your business need secure document storage?

1. Security 

Many of your business documents likely contain sensitive information which could put your company at risk should it become compromised. In an office environment, you may choose to use lockable filing cabinets, however, if the key was to get into the wrong hands or the cabinets were to be stolen, you could experience a serious data breach. This makes your business vulnerable. 

Using secure document storage for your business archives means that access to your files is strictly limited to those that you want to share them with. Secure document storage facilities should be monitored 24 hours a day, 7 days a week with CCTV and alarm systems in place to protect your archives in the event of an intruder. 

2. Space

Over time, a build of paperwork is inevitable. Stacks of business documents can quickly take over your office, limiting the amount of space that you have to work in. 

By archiving your business documents offsite in a secure storage facility, you will no longer have to worry about where you are going to find space for the next box of files. 

3. Professionalism

Piles of paperwork in your office can be very distracting when trying to work efficiently. The area will become cluttered and messy, which can look unprofessional when you have visitors such as potential clients or new employees. 

Archiving your business documents securely tells customers and employees that you can be trusted to keep their information safe. 

4. Management of archives 

A comprehensive inventory and audit trail for your business archives in a secure document storage facility means that it will be easy to find what you need when you need it. There will be no more searching through piles of paper for the one record that is almost guaranteed to be at the bottom of the last pile you sift through, saving you time and effort. 

5. Improved work-life balance

Document storage for small businesses can sometimes mean finding space in a home office or around your home, which can have work-life balance implications. It’s unlikely you want to see tax returns and sales records in your kitchen, or employee contracts in your lounge. Secure document storage for your business archives means that you no longer need to worry about keeping business-related documents at home. 

If you need secure document storage for your business, archive storage at Bishop’s Move is a safe, secure solution that allows you to be flexible with the amount of space that you need. Get in touch with a friendly member of our team on 03300 585100 to discuss your business storage needs.