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Thinking inside the box

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Don’t become that person in a bad novel!

Picture this: it’s ridiculously early in the morning and the fictional practice manager of a busy firm of solicitors pulls into a rather dodgy area full of rusty old shipping containers and a few unsavoury looking characters kicking some fast food cartons around. She parks the car and tries various keys to access the tinny door reached after navigating several dubious looking bags of rubbish lying about outside. The door creaks and opens to row upon row of dingy looking cabinets and now she can’t remember which cabinet contains the documents she needs to take to an important meeting.

The building has its own take on climate management with a leaky roof giving a whole new meaning to humidity control. Our woman sighs and starts to search for her papers. Did you know managers spend an average of four weeks a year searching for or waiting on misfiled, mislabelled, untracked, or “lost” information?

Finally the woman finds what she needs, locks up and heads to her car, taking care not to get the heel of her shoe stuck in the dirty grate that runs all the way along the grimy concrete base; the surrounds are eerily silent. It’s only then she realises all four wheels have been removed from her car in her absence. She – and her business – are going nowhere – fast!

Have you ever rented a self-storage unit? Many of these units are mainly meant for outside items, boats-bikes-BBQs, and the like. The disadvantage to this kind of self-storage unit is they are not meant for anything that could not be outside in your garage and to be honest they are often located in pretty dubious areas. The doors to these storage units are not 100% air tight and let in a nominal amount of dirt and grime. To put documents in this kind of storage unit is not advisable, but it has been done.

Documents retained in this type of storage unit have what appears, from the outside, to be a very secure document storage option, but as soon as you see one from the inside, you realize that the security factor is almost an illusion. Also most self-storage units are not climate controlled and even a 15’ x 25’ storage unit would become filled with banker’s boxes and/or filing cabinets rather quickly.

Secondary to this is the integrity of the filing system. This can be easily compromised by having any employee retrieve files for past cases etc., not to mention the ease of storage box breakdown in a self-storage unit where there are no proper shelving options to alleviate the weight as the boxes pile up.

At Filofile our cost effective service allows us to store your documents in a state of the art facility that is secure, discreet and linked to Police and Fire services, as well as being ISO 9001 compliant, adding an extra layer of security as compared to storing your own records on-site or in a storage unit. We also provide a next day delivery service for document retrieval as standard and there’s an emergency service for those crucial moments when you need a record in a hurry.

The moral of the story is: it’s worth switching to a system that looks after and cares for your documents, knows where they are and can get them to you when you need them – after all you don’t want to end up as a character in a bad novel! Contact us today to see how we can help you.

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