If you are considering offsite record keeping then you will be happy to know that it has a wealth of fantastic advantages. Increased office space, ultra fast document retrieval, informational protection, cost-efficiency and customised service are just some of the awesome benefits of utilising this service, and this is why it remains so popular across Australian business!
But to get the best out of your service, there are some imperative questions you need to ask your potential provider.
Here are five questions to ask the team:
- Can you provide us with contactable references?
If the provider has always offered the best archive storage Australia has for other companies, they should have no problem in providing you with testimonial references. These references will be available for contact and will happily attest to the provider’s ability to safe keep their records and ensure a winning solution.
If the provider is a bit iffy about providing you with their references, it may be that they can’t be trusted to provide a winning service or they are a team that has a bad rep for letting their clients down. So, be sure to ask for some contactable references – they will happily tell you how well or how poorly the provider is doing!
- How much industry knowledge & experience does your team have?
Obviously, a quick browse of the provider’s website should give you an insight into their credentials, services and who they have working for them. But it never hurts to ask about their team and how much experience they have. After all, this is a vital service and one that requires trusted professionals to ensure all records are not only safe at all times but can also be easily retrieved whenever you, the client, needs them.
- What is the extent of your services?
Whilst the main focus of this service is to keep your documents safe and easily accessible, there are an extensive range of services that certain providers offer that takes them to the next level of offsite record keeping. Do they provide urgent retrieval and delivery? Will you have a dedicated account manager ensuring that you and your documents are being well looked after? What about online tracking software? Is this something that your company requires to streamline its online access?
These are questions you have to ask to ensure you will be getting a service that is not only extensive but can be tailored to your company’s specific needs.
- What are your security standards?
Any offsite record team should provide the latest in security protocols to ensure your documents are safe from compromise. This should include a robust security network complete with trusted, reliable staff and remote, 24/7 management for those who need it. Security should be close at heart for your potential provider – be sure that they have a proper system in place!
- How easy will it be to retrieve our documents?
You really shouldn’t have any trouble retrieving your documents. In the digital era, where you can get things done from any remote location, you should be able to access your documents on-the-go and shortly after requesting them. The provider should grant 24/7 access to documents ensuring that you, the client, doesn’t have to wait to access them and make something important happen.
So, be sure to ask these five questions to your potential record keeper – they will help you decide if they are the right team who can match your specific needs!
