2014: The Year of Records Storage & Management

As 2014 is upon us, I would like to take a minute and think back on the somewhat crazy year that was 2013. While a number of good things happened throughout the course of the year, that’s not what sticks in my head. Maybe it’s because our duties are helping businesses keep their information safe through offsite records storage, but what flashes through my mind when I think about 2013 are fires, earthquakes and floods, all the kinds of things that can stop a business in its tracks.

Between hurricanes like Sandy, huge fires out west, powerful tornadoes and fierce spring storms, the past year was a banner one for disasters, and that means that 2014 and the upcoming years are the perfect time for businesses and organizations to take a good, hard look at their physical records and decide what they can live without. For most companies, the answer is none of it, and thus begins the road that will inevitably lead them to offsite records storage.

Records management is often a forgotten aspect of business, particularly in small and midsize businesses, which nobody seems to think about until something goes wrong. This thought process invariably leads to significant issues, as many of the important pieces of paper get buried under boxes in some random storage closet where it could take days to find them when they are finally needed. Or even worse, the records get left in some completely unsecure location where they get damaged or stolen.

This may all seem like a minor crisis from the outside, but jobs can be put on the line when some of these important documents go missing. There have been many studies that have investigated what happened to businesses after suffering a major loss of business data. These surveys found that 43 percent of those businesses were impacted immediately; 51 percent were closed within two years and only 6 percent remained after that point.

That’s what makes offsite records storage such a promising endeavor. The process enables companies to entrust their documents for storage in a completely secure location, safe from issues like natural disasters, sabotage, leaky pipes and indoor fires. And by effectively classifying each document, a company will know where they are and what they relate to. Those stored records are then always available on short notice should the company ever require them, and there’s even an option for retrieval through an electronic format when time is truly of the essence.

With everything that’s happened this past year, and with the next year not looking any calmer, now is the time to stop worrying about records storage and put your trust in the professionals. A theft or natural disaster is a tough thing to manage through, but it’s a little bit easier when you know your important information is just a call or click away. Let us do the worrying for you!

 

Best Practices for Disaster Preparedness

Offsite Data Depot, a leader in document storage, secure document destruction, digital document management and data protection, shares best practices for disaster preparedness and records information management. With the recent and early occurrence of tornadoes nationwide and expected disruption to businesses, Offsite offers a six-step process to assist companies of all sizes to better protect documents and critical data. Offsite is a leader in managing critical records for businesses in and around northern Nevada. 

Disasters typically leave organizations little or no time to secure documents, so it is mission critical to create a RIM (records information management) plan and integrate strategies that proactively enforce it. Fires, wind storms, floods and earthquakes are enemies of physical documents. Even a frozen water pipe is a potential disaster from a document security standpoint. Offsite encourages businesses to create, practice and enforce a disaster preparedness plan in advance to maintain the integrity of critical documents and maintain compliance.

Through more than a decade of experience securing critical business documents for organizations, Offsite developed a straightforward set of best practices to safeguard against even the most extreme disasters and minimize the risk of service discontinuation. Offsite recommends that businesses initiate the following strategies before a natural disaster strikes:  

• Collect and store critical documents and computer backup tapes in a secure off-site location. If a secure off-site location is not available, create an infrastructure that will best protect documents on-site from natural elements and unauthorized personnel.
• Create and communicate a RIM plan, detailing the past and current life-cycle status of documents needed to support critical business functions and locations across all departments and functional areas.
• Identify the organizational/functional areas that play a part in the secure document life-cycle in times of emergency, such as critical departments, procedures, resources, vendors and alternate sources for supplies.
• Perform full risk assessments of physical security of critical documents, facility safety and personnel accessing original documents.
• Conduct annual document audits and disaster retrieval reenactments
• Consult a local records management company for services and information on how to get started.

Additionally, lost or damaged documents can place organizations outside of strict compliance regulations, such as HIPAA, HITECH, FACTA and Sarbanes-Oxley, which require the retention of volumes of records. 

Whether files are stored on-site or off-site, and regardless of format, all departments must clearly know what records are most important, where they are retained and how to access them. An implemented, clearly communicated and strictly enforced strategy will greatly strengthen the facilitation of business continuity during times of emergency.

 

Offsite Data Depot Offers Complete Records Management

Offsite Record Storage & Management:

Our modern, specifically-designed record management facility is located within minutes of downtown Carson City, Nevada. We can free up valuable office space (space that can be used for income-producing activity) and give you quick access to your records, giving you confidence that your documents are safe and secure.
Our 30,000-square-foot facility is surrounded by a commercial area. The building is made up of concrete tilt up walls that are fire protected and access controlled to ensure that only those with proper authorization examine or remove a company’s records. We also monitor security via 24 hour surveillance system. Offsite also picks up and delivers records at the customer’s request. The records inventory is indexed on a computer system that uses a state of the art bar-coding process to identify individual boxes, or, if necessary, specific records within a box. Offsite also sells storage supplies, including special boxes for medical x-rays, and offers certified records destruction.

Document storage services include:
·  reference and re-filing at the document, file, or carton level
·  24/7 access, after hours available upon demand
·  fax, photocopy, and image on demand
·  pick up and delivery on a scheduled, rush, or disaster response level
·  specially-constructed, fireproof and environmentally-controlled facilities
·  we also provide a private area in which you can examine your records in a clean and quiet atmosphere.

Climate-Controlled Vault Storage:
Many companies are unaware of the existence of off-site storage facilities for their backup computer data and invest hundreds or thousands of dollars in "fireproof" file cabinets or safes. Many times the investment is also perceived as a cost-saving measure because companies are unaware of the economics of proper, professional off-site storage.

·  Offsites’ climate controlled vault is designed to ensure the safety and security of all types of media.
·  The temperature and humidity are maintained and monitored by its independent HVAC system.
·  The vault is protected with a waterless fire suppression system
·  All security and fire detection systems are monitored 24 hours a day.
·  Access is strictly limited to Offsites’ trained & screened personnel.

Offsites' vault is designed to handle many types of media, including: 

Vital Records, Data Storage Tapes including 4mm, 8mm, DLT, Optical Disks, CDROM, CD-R, Audio Tapes, Video Tapes, Microfiche, Microfilm, & any other type of Confidential Records. We even store paintings and other personal items.

Email Filtering & Spam Control:

Unique Spam Filtering Technology –
We do not use unreliable heuristics, DNS blacklists, or Bayesian filters to identify spam. Instead, we investigate mass mailings, applying uniform standards before crafting the precise rules that block just the spam, not your important business communications. We feel that manual examination is the only effective way to beat spammers at their own game. When spammers adopt a new technique, we rapidly adapt.

Unsurpassed Ease-of-Use –
So simple to use that training is not necessary. There's nothing to install; no changes to your client machines. Our Web Dashboard consolidates all your capabilities online, whether you are an account administrator, domain administrator, or just a regular email user.

Guaranteed Delivery –
If your mail server goes down, our servers will store inbound email for up to four days. When your server comes back online, email is released in an orderly fashion to prevent overloading your server.

Guaranteed Results –
We guarantee that Offsite will virtually eliminate all unwanted email, increase productivity and dramatically reduce the risk associated with virus carrying spam and objectionable material. If you are unhappy for any reason, simply notify us by phone or email within 30 days and your subscription will be canceled and you pay nothing.

Affordable Solution –
Offsite spam and virus protection is less than $30 per mailbox per year, with volume discounts starting at just 50 mailboxes. We offer a 30 day trial period and you will start seeing immediate results.

·  No minimums
·  No contracts
·  Nothing to install
·  No equipment to buy
·  No setup charges
·  30-day risk free trial

Online Cloud Storage & Backup:

Reliability –
With Offsite backups, you can always rest assured that your data is secure - even if your premises have been compromised due to disaster, theft, or system crash. We maintain state-of the-art servers in a secure, offsite location. Our security system utilizes the finest technology available today with AES256 encryption, which is better than most national banks and government agencies.

Cost Effective –
Offsite cloud backup is by far a more cost effective backup system than maintaining your own onsite backup. If your system is damaged, or goes down:

·  There is no need to buy replacement equipment
·  No additional personnel or time is required to recover your data
·  Cost of tapes is eliminated & downtime is minimal

We offer a risk free trial period for 15 days, and for each and every backup there are detailed reports that can be emailed as needed. The backups are managed and monitored with immediate customer support. The best part of all is that it is user-friendly and very simple to restore files you need immediately.

Document Scanning & Imaging:

Electronic documents are no different. A document imaging system should provide several different methods of organizing information for future use. This is why we use industry specific software which is indeed the "state of the art" in electronic document management. Each file can be accessed within seconds by typing in any key word or phrase that a company would already use to manually look up a file, thus making your workforce more time efficient and productive.

Document imaging will –
·  Enable you to manage millions of paper files and retrieve the one you need in a matter of seconds
·  Easy to use, whether you are the individual that uses the files, the records manager, or IT manager
·  Let you share documents with other employees while protecting confidential information
·  Allow you to email, fax, or securely look online with the click of a mouse
·  Provide an easier way to share documents with other offices or take them on the road when necessary
·  Conform to the manner in which you work rather than force you to change your current tasks

Secure online retrieval –
Offsite’s web repository allows organizations to better manage their paper documents by enabling them to store and access them electronically. This approach has significant advantages over filing in a traditional metal file cabinet, such as: maximized office space, cost savings as a result of a reduction in paper copies made, and disaster recovery benefits since files are backed up electronically and hosted on Offsite Data Depot's secure server.

Document & Media Destruction:

By properly shredding all private and confidential information, you can diminish the chances that identity theft and fraud will affect yourself and your customers, employees and stockholders. Because of the proliferation of fraud and identity theft, the government has enacted a series of laws designed to enforce the protection of private information. Paper shredding is now a part of good corporate citizenship. Now, rules such as the following mandate document shredding. In many cases, state governments have even more encompassing laws.

You save money by using a professional document shredding company because:
·  You don't have to pay your employees to shred the paper
·  You don't have to purchase and maintain your own shredding equipment
·  You don't have to remove paper clips and staples
·  You don't have to clean up the dust from shredding
·  You don't have to pay for the cost of disposal of the paper

Contact Info:

Mailing Address:
P.O. Box 21406
Carson City, NV. 89721

Records Center:
550 Mallory Way
Carson City, NV. 89701
Bus: 775-888-9933
Fax: 775-888-9180
www.offsitedatadepot.com

Professional Records Management

DUNS # 802843073
CCR, ORCA Registered/Small Business
NAICS codes:493110, 493190, 518210, 541519, 541611, 541618

The best way to protect your vital business information is to keep it "Offsite"

Intelligent imaging: A hybrid approach to digital, paper

Company executives faced with the responsibility of information management often have difficulty deciding whether to implement paper and/or digital archiving methods. Why choose one method over the other? What are the cost and retrieval benefits of each?

Financial, legal and medical businesses, for example, have large volumes of physical records, and want very much to convert to digital archiving. Where to start?

Many executives, quite frankly, are overly enamored with the vision of life in the digital storage world. The path from today’s pain to tomorrow’s utopia is not always a smooth one. Rarely do you find information stored in only one central building. Today’s business information is found in multiple formats and locations: electronic files, email archives, file cabinets and record storage boxes. And keep in mind that today’s legal rules and regulatory mandates play a role in managing this diverse records environment. As a result, businesses must innovate to effectively manage their document and record assets to achieve business efficiency, enhance customer service and maintain regulatory compliance.

There are strong advocates for both paper and digital solutions. The best solution for your business likely exists somewhere in the middle. Between maintaining the paper “status quo” or “imaging everything” are attractive options that leverage the cost-effectiveness of physical storage with the convenience of digital imaging.

These include: 

• Image on demand: Store records and scan them as they are requested.
• Selective scanning: Scan records with a high likelihood of retrieval or access.
• Abstract scanning: Scan a small subset of high-value images within a larger record; not all records need to be captured within each document.

Physical vs. digital: which is cheaper? Here is our attempt to provide directional price guidance with a “what-if” cost analysis.

Assume that your hard-copy documents will be stored in standard record storage boxes. Each storage box holds approximately 2,000 pages (2,500 images) of business documents. Eight storage boxes will contain the equivalent of 20,000 digital images or approximately 1GB of digital storage. Storage costs for one box will average $5 per year, including a low level of file retrievals.

At prevailing conversion rates, it will cost between $200 and $300 to convert the documents in one box to digital images. Therefore, the cost of digital conversion is equivalent to the cost of retaining the documents in paper form for a period of 40 to 60 years. Adding the costs of a digital storage and retrieval solution to the costs of conversion often creates a significant financial barrier to implementing a full digital-conversion project. Under most conditions, physical archival storage is a cheaper alternative than digital storage when the cost of conversion is included.

A compelling business-value proposition may justify digital storage over physical storage, but as you can see in the example above, physical storage is the more cost-efficient alternative.

Many local organizations such as Northern Nevada Title Co., Lumos & Associates, Greater Nevada Credit Union, Sierra Surgical and CGI save between 40 percent to 60 percent by storing and using intelligent imaging solutions to become more efficient in their day-to-day operations. The ultimate goal for these companies is to streamline access to records, provide a higher level of customer service for clients, and save money.

Jenny Casselman, loan servicing manager at Greater Nevada Mortgage Services in Carson City, confirms the advantages of the hybrid approach for GNCU. “Our mortgage division retains physical loan document files for an appropriate length of time, but we also want to safely and securely dispose of the historical files in a timely manner. We scan and convert documents to electronic files to save on storage costs and to gain quicker access when needed,” she says.

If your organization is looking for effective hybrid record strategies, you may find your best option combines cost-effective physical storage with digital conversion of selected high-value documents. These records can be identified, scanned and stored in a digital repository that provides easy and secure access. Your highest-value solution is frequently structured around this type of intelligent scanning. If you are not sure where to start then use this rule of thumb: Scan only what you need, only when you need it.

According to AIIM Market Intelligence research, paper consumption and photocopying is still on the rise in 27 percent of organizations. However in 39 percent of companies, it is finally starting to fall. Among organizations with more extensive, mature scanning and capture operations, 53 percent are seeing a reduction in paper usage.

Gerd Poppinga and Brian Olson are managing partners of Offsite Data Depot in Carson City, a company that provides digital and paper records storage and information management services. Contact them at 775-888-9933 or email: sales@offsitedatadepot.com 

The Intelligent Archive-Going Beyond Intelligent Capture

Regardless of your industry of focus, you are sure to have heard the word archive. But what does archive
really mean? And does it mean the same thing to you as it does to the person in the next office? Is an
archive just a repository where documents are stored never to be found again? Or is an archive something
that can actually provide a benefit, or even better, a measurable ROI?


Because of the high demand for timely record retrieval, organizations both large and small need to look to a
content management system that will enable them to securely and accurately store their records with as
much information as possible so that the documents can be recalled quickly, creating an intelligent archive.
This involves utilizing technology that can locate and recognize varying writing styles or mixed documenttypes
and layouts so that once digital, the information can be searched, with keywords or phrases identified
for fast retrieval.


Considering that documents are being imaged, how do you then make the documents intelligent meaning
searchable and reportable and the archive a beneficial tool for the organization? Data capture and routing
is critical, although not an easy feat for most recognition technologies and something that requires advanced
capabilities beyond simple rules-based classification or common OCR or ICR.


Great strides have been made in the ability to automatically locate, extract, search, and index data from
electronic documents including those of an unstructured format. Technology now allows digitized documents
to be analyzed and indexed on a holistic or transaction level in relation to one another, as well as by their
geometric layout and content characteristics. The documents can then be searched for pre-defined elements
or keywords and, in addition to being archived, the results may be incorporated into pre-existing discovery,
redaction, declassification, or document management systems thus providing unparalleled access to the
information. Users maintain privacy and adhere to compliance regulations, as complex and handwritten
significant difference in the efficiency of the tasks that were previously performed by hand, by allowing the
processes to become automated from initial capture through to archive. documents are no longer a bottleneck
requiring manual processing. Advanced technologies make a


Many still believe that unstructured or complex documents can only be keyed and, given the demands of
today’s market, any automated solution must be at least as error-free as the manual processes it replaces.
However, accuracy is equally as important as successful discovery, due diligence, compliance, and
declassification features found in today’s more advanced recognition and classification engines.


Additionally, those looking to implement such an archiving solution must also examine the definition of and
metrics around success. The question should not only be, “What is the read rate?” but also, “How much can
be automated, how much time can be saved, how much manual labor can be eliminated, and how robust
and comprehensive of a database can be built for search?” The ROI produced for organizations adopting this
technology is not only seen in terms of a savings on their bottom line, but also in terms of the time saved
through newly realized efficiencies. And once scanned, complex data that was automatically located and
extracted can be entered into the IT system and more quickly distributed to those that need it, as well as
indexed for archive and retrieval based on complex queries within the newly built database. This increase in
accessible and search-able information from a central repository not only speeds knowledge distribution, but
it elevates the organization’s global intelligence.


With new regulations and the continued movement towards the paperless office, organizations must consider
more than just how to get their documents into electronic format, but what they will do once these documents
are scanned. By utilizing the right tools for capturing all data and indexing all documents, an archive can
easily make the transition to intelligent archive.


By Wendi Klein, director of marketing & communications, North America, A2iA

Healthcare IT: Electronic Medical Records Backup and Recovery

Electronic medical records (EMR) back up, recovery, and data retention requirements are the very backbone of HIPAA regulations. It’s mission critical for health care providers to maintain proper back-up systems, access reliable recovery, and retain historical data properly all within a secure environment.

HIPAA requires that sensitive health data be encrypted and stored in specific, tightly-regulated ways. So not only are medical practices, hospitals, and rehabilitation centers producing more and more electronic records at an exponential rate, all of those files have to be stored indefinitely, in a specific manner, and most importantly, be recoverable.

Small Practices Must Look to Managed Services

Yet the resources available to large hospitals and other health care organizations are out of reach for most small family practices. In most cases, they won’t have appropriate internal IT resources and won’t have the budget for large-scale EMR systems. This is the target area where managed services providers will be able to make the best inroads.

The market for small, office-based practices is ripe for the picking. According to the health care marketing research firm SK&A, only 29% of solo practices and 37% of two-physician practices currently use EMR. So the majority of these small practices need a fully loaded EMR solution, from systems to backup, and don’t yet have one. Better still, they have government money at their disposal to upgrade their data management systems.

But be cautioned: before a managed services provider can break into the health care industry, the service they provide must meet all regulatory standards regardless if their client’s practice has only one doctor or is 50 strong.

Make Sure Your Backup Provider is HIPAA Compliant and Beyond

Evaluate your providers and make sure that they can not only meet your current needs, but will be able to support your future aspirations for your business as well.

Take Intronis’ white label solution, for example. Not only are we fully HIPAA compliant, we’re SAS 70 Type II certified, and our level of encryption is the same type that is used in online banking. In addition, our data centers are located on opposite coasts, and we have never lost any client data, ever.

Data Retention Rules

One important backup feature you should look for is retention capabilities. Part of the tech specs that makes Intronis’ solution HIPAA compliant is our ability to store an unlimited number of revisions something that a consumer-grade backup solution just can’t offer.

Plan for the Future Now

However, if you’re not planning to get into this highly-regulated industry soon, it may be tempting to start out with a consumer-grade cloud backup solution for your clients. Don’t do this start out with a HIPAA compliant solution or switch now if you aren’t using one already.

Having some of your clients on one solution and some on another is both an administrative and technical nightmare. Besides, you don’t want to lose sleep by offering a solution to any of your clients that isn’t secure or recoverable.

The same logic applies to all your solutions, not just backup security, mobile support, infrastructure, etc. Build your business on quality services, and you’ll be primed to take up health care clientele when the time is right.

Copyright © 2003-2011 Intronis, Inc. All rights reserved. 

Records Storage & Management Benefits

Check out this SlideShare Presentation on the many benefits of using a professional records management company.

Records Storage & Management Benefits

View more presentations from Gerd Poppinga.

Have you been talking about migrating to the CLOUD?

CIO’s are making the move to cloud computing to reduce costs, increase productivity and simplify their IT department.

Cloud computing is a new term for old technology and more than that, a new approach to management that is starting to gain traction.

However, it is interesting enough to look at real world use cases that you can implement today. At the top of that list is the ability to use cloud computing for both private and public specifically for critical backups, disaster recovery, and business continuity.

Imagine, for example, that your data center fails, from a hurricane, an earthquake, a flood or even theft. Or you may have a less spectacular event that is nevertheless potentially just as damaging like a local pandemic that requires your staff to work from home, a transformer failure, or a localized blackout.

Even without the impending doom of a large-scale failure, you still need to be prepared to recover individual files that get corrupted or accidentally overwritten, application code that is updated without authorization, single systems that have failed unexpectedly, or user documents that have mysteriously disappeared.

Enter cloud computing and a real world use case that you can implement today.

Backup and recovery, business continuity, and content storage are among the top use cases for cloud computing today. Applied judiciously, both private and public cloud can address all of these potential disasters, from a single lost document, to a full-scale data center failure.

You can, of course, simply backup your data to the cloud, by copying files and systems, in whole and/or incrementally using Offsite's online cloud storage. This is possibly the easiest way to start out with cloud computing. In any disaster, your data from a single end-user document to your entire enterprise storage can be available across the network from any hot site location, including your work-at-home employees' PCs, for easy recovery and continuity.

After all, rather than just having data stored offsite, you can set up a fully operational application offsite. In this case, you will be able to not just restore data from the backup to your own facilities if you have a disruption; you will be able to keep running your existing applications, with your existing data, even while your core facilities are down.

Of course, you need to be aware of and accommodate a number of potential hurdles. For example:
• Security & Control - not all public cloud providers have the same attitude to security and compliance that you do. That is why the private cloud is the better way to go if you are worried about security. You simply need to set your own standards, be aware of what your cloud provider can and cannot deliver, and choose according to your desired level of risk.

• Portability & Compatibility - not all cloud providers will be able to provide the level of portability and compatibility for your systems and data that you might need. Your applications may also need significant changes to be compatible with storage in a non-specific location that changes in case of emergency. Be aware of your use cases, and make sure your recovery plan allows for the mobility of data the cloud will enable.

• Longevity & Accessibility - You need to be assured of the longevity of your Backup/Data Recovery host, and that your data will be accessible when and how you need it, before committing to them as your sole source for data recovery.

Regardless of which route you take, you will need to make sure of a few things. First, understand that no option is perfect, and you will need to make trade-offs. Second, plan carefully, down to the last detail and prepare for every contingency. Third, test your plan, not just once, but early and often, continually refining it as you go. Fourth, and finally, make sure you have the right management tools that are going to let you achieve your goals.

For example, you will need solutions for sophisticated backup and recovery, including physical-to-virtual and virtual-to-virtual recovery. You will need solutions to automate the IT processes for backup/recovery. You will also need solutions that provide desktop and user mobility so your staff can work from wherever they are by using Offsite’s online backup service.

These are just some of the processes and technologies that can help you achieve continuity with cloud computing, whether private or public. Contact an Offsite representative to get information on how to get started at 775-888-9933 or email to sales@offsitedatadepot.com.

Need records storage boxes that are tough, accessible and affordable?

A lot more goes into selecting a box than meets the eye!
Box selection is a stressful matter. Not emotionally, but rather in determining the level of stress your cartons must bear during their lifetimes. Will they endure multi-layer stacking, as well as rough treatment during handling and transport? These performance factors and price must be taken into account.  Unfortunately, most people buy single walled boxes because they are cheaper but they don’t quite stand up to the daily use and handling that is required of them.

                                                                                    What’s in a box?

Corrugated storage boxes can be manufactured with different grades of paper and flutes and varying thicknesses of walls. The inside and outside of the box is referred to as the inside liner and outside liner respectively. The Kraft or sulfate process, primarily using softwoods produces the strongest liners. They have the longest fibers and result in the strongest boxes. Boxes manufactured with recycled paper tend to be weaker than those with virgin Kraft paper because recycling tends to break the fibers and over time, these shortened fibers cannot measure up to the strength of virgin Kraft.

 

This is why at Offsite we use the strongest but most affordable boxes available.  We depend on them and so should you.  Starting at just $2.25 per box we can help you get the right box for the right cost.  And the best part, they will last as long as you need them to.

For fast and easy ordering, call an Offsite representative at 775-888-9933 today!

Offsite Data Depot LLC  P.O. Box 21406  Carson City, NV. 89721
Bus: 775-888-9933 Fax: 775-888-9180  Email: sales@offsitedatadepot.com

Business Leaders Under 40

Click on link Business Leaders Under 40

Energy Efficient Off Site Storage

November 8, 2008 by George G.

Filed under a Lake Tahoe- Tahoe Collective

When emphasis on energy efficiency and waste management begin setting policy in IT departments it’s time to look at what to do about document and data storage. In a survey of IT professionals one of the telling points was more concern over how documents and information is stored as well as where it is stored. Better utilization of department and company space and resources means utilizing off site storage facilities. Offsite Date Depot offers just such services for the demanding requirements of corporate and IT managers.

Sixty-one percent of organizations in a recent survey indicated that between 30 and 50 percent of
data on premises is unlikely to be accessed ever again. While they may need to keep data for
legal or regulatory reasons, they can save space and energy by moving much of this information
and data to tape, optical disk, removable disk or other storage systems, which do not consume
power unless being accessed.

Archiving documents and data makes sense when considering all the space required, not to
mention wasted time and effort in retrieving records that years ago were placed in storage in the
back closet or stacked on a pallet in a warehouse somewhere.

It is obvious to many that as deep as we are now into the information age the promise of a paperless society has never really materialized, as a matter of fact, the amount of paper used in redundant back up seems staggering. We aren’t paperless yet and though the idea has extraordinary merit, in the meantime, paper, documents, information pile up in mountainous proportion.

It’s often at the close of most fiscal years that interest is peaked into off site storage, especially when the past years records are collected and added to the previous endless collection. Gerd E. Poppinga, director of operations for Offsite Data Depot indicated many of the services offered by their Carson City facility include:

Services include:
· Reference and re-filing at the document, file, or carton level
· Email filtering and Spam control
· Secure online backup for your vital business records
· Fax, photocopy, and on-demand scanning
· 24/7 access to your information

Pick up and delivery on a scheduled, rush, or disaster response level Certified destruction service and retention schedules for your obsolete records Specially constructed, fireproof, and environmentally controlled facilities. A private area in which you can examine your records in a clean and quiet atmosphere.

When you start taking an enterprise-wide approach to archiving records the volume of date and paper can become staggering and if you consider where you store information and how you retrieve it, off site solutions can offer a considerable difference in energy saving, and we haven’t even brought up simple security measures.

For more information please contact Offsite Data Depot, Gerd E. Poppinga gpoppinga@offsitedatadepot.com.