During the recent extreme weather events in the UAE and Bahrain, many businesses suffered damage to properties storing crucial documents, highlighting an urgent need to safeguard against future risk. Improperly stored data in facilities that are not fit for purpose poses enormous risks to organizations. Outsourcing records management to reputable offsite providers as a strategic solution ensures data continuity and resilience.
At Crown Records Management, we understand the importance of choosing the right provider. To help you make the right decision for your business, we’ve put together a list of key factors to consider when outsourcing your records storage:
1. Location
The location of your chosen storage facility should prioritize safety, security, and accessibility. Key considerations include:
- Ensure the facility is situated above floodplains and away from coastal areas.
- Avoid areas prone to access or service disruptions.
- Steer clear of external hazards such as flight paths, refineries, chemical processing plants, or buildings containing hazardous materials.
Crown Records Management strategically positions its facilities in secure zones, emphasizing security and environmental stability.
2. Physical Infrastructure
The physical integrity of the storage facility is paramount for safeguarding valuable records. Look for facilities that:
- Meet or exceed local building codes.
- Feature fire-resistive construction with minimal combustible materials.
- Possess concrete flooring capable of supporting fully loaded racking installations.
- Utilize racking systems made of commercial galvanized steel.
- Place racking systems at least 1 meter from any outside wall, with the lowest shelf positioned at least 1 foot from floor level.
3. Facility Management
Effective facility management is essential for maintaining optimal storage conditions and preserving document integrity. Providers should conduct regular inspections and maintenance to ensure the facility’s functionality and safety. These include:
- Regularly inspecting and maintaining firefighting equipment, roof guttering, all drains & associated pipes, doors & windows, air conditioning systems & electrical systems & cabling.
- Monitoring temperature and humidity levels within specified parameters 24/7/365.
- Adhering to cleaning schedules and waste management protocols.
- Implementing pest control management procedures, such as rodent treatment and pre- and post-construction termite treatment, to prevent infestations.
- Having a robust business continuity policy with emergency response procedures in place.
4. Security
Security is a top priority when entrusting sensitive documents to an offsite provider. Look for facilities equipped with comprehensive security measures to ensure the safety of your records. These include:
- External perimeter security
- 24/7 security and patrols
- Screened and background-checked staff
- Controlled access points with alarm systems
- CCTV cameras back-up storage for at least 90 days
- GPS-enabled vehicle tracking
- Clear chain-of-custody protocols and secure logistics during transit
- Security seals for boxes containing confidential information
Crown’s facility in the UAE features advanced security systems, including CCTV surveillance, access control measures, GPS-enabled vehicle tracking & asset tracking using high level bar code technology ensuring unparalleled protection for your records.
5. Accessibility
Efficient access to stored documents is essential for business operations. Look for providers who offer:
- An online inventory management system with Carton, File, and Location barcodes as unique identifiers.
- Scheduled and urgent delivery options.
- Scan-on-demand services
- Onsite document imaging and image hosting
Crown Records Management UAE provides flexible solutions tailored to your needs, ensuring seamless access to your information whenever required.
Secure your records today
Choosing a dependable offsite records storage provider is essential for businesses looking to strengthen their data management. By focusing on these critical factors and selecting a trusted partner like Crown Records Management, organizations can trust that their records are secure, allowing them to focus confidently on their core operations.
Contact Crown Records Management UAE today for a consultation and learn how we can help protect your valuable documents.
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Secure Carton Storage and Management
Securely store your business information off-site. We manage transportation and storage, safeguarding hardcopy documents, saving office space, & ensuring seamless access.
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Document management
Our off-site storage solution for your hard-copy files and electronic documents gives you flexible access to your documents.
