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All businesses deal with record management. However, there are certain events that make this task challenging, like the possibility of theft, electricity failure, and natural disasters. That is why people resort to services like Williams data protection services. Why do businesses resort to outsourcing third-party storage vendors like Williams? That is because renting a warehouse to store documents is risky and expensive. Storehouses unequipped for document storage do not guarantee that your data is safe from rodents, flood, fire, and other threats. That is why businesses resort to hiring third-party vendors to take care of data storage and management. Trusted service-providers of record management like Williams take care of the space and labor that you need for storing data that is in print. Williams Data Management in particular provides a 100,000 square foot, seismically safe facility that has digital locks and surveillance cameras. The area is only accessible to bonded Williams personnel. Trusted record management companies also have a systematic chain of custody for easy tracking of data transfer. For Williams Data Management, they place barcodes on each file and index each title in the inventory system for file tracking. The chain starts with the transportation specialist who will get the records from their client’s filing cabinets. The specialist does a barcode scan on the carton where he will place the file. When a change of file custody happens, the personnel who will handle the files next will do a scan for tracking. The chain will end when the files reach the record center. The vendor will then notify its client through email. If the client wants to get a file, he does a similar chain for file retrieval. Record management vendors also make it possible for their clients to retrieve documents any time of the day. At the same time, if their clients feel that old data should be disposed of, these vendors also provide document destruction such as shredding. Before these vendors destroy any record, they carefully verify all documents to be destroyed based on a client’s written approval to ensure that the process will be error-free. Record management is a daunting task, but these record management vendors are available to help with this job. These outfits will be the one to provide every need for file storage – from pickup to the purging of documents. For more information regarding third-party record management vendors, go to storagenewsletter.com.
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