Optimizing File Storage Space
Using space effectively—it’s a perennial problem for organizations everywhere, and records managers are always under pressure to cut down on their storage footprint. The good news is that by simply following records management best practices and using the right supplies and equipment, your clients can reduce the square feet their records require.
Here are just a few of the ways TAB can help reduce your clients’ file storage requirements.
Implement the Right Retention Schedule
A good records retention schedule is an essential element when it comes to saving space. In fact, an effective records retention program can help organizations reduce storage costs by one-third. How? Because the schedule details exactly what needs to be kept and for how long, organizations are in a position to control the growth of their records collections. This ensures that they aren’t paying to store records they don’t need to keep.
Industry estimates show that 50-70% of the records found in a typical collection don’t actually need to be retained. Non-records, such as duplicates and out-dated drafts, are a result of day-to-day business functions and take up valuable storage space. The key is to purge these documents and files in a systematic way that takes records management principles into account.
That’s where our TAB SMART service comes in. Our consultants work with your clients to determine what needs to go and coordinate the entire purging process. On average, the TAB SMART program reduces document volume by 25%!
Use Off-Site Storage Facilities
Every organization has material that has to be retained for business and regulatory purposes but that doesn’t need to be accessed on a regular basis. Offsite records storage facilities provide a cheaper alternative for housing these kinds of records because they allow organizations to free up costly office space and still access and keep the required documents.
Digitization and Imaging
Digitizing and imaging documents is a great way to save space and cut storage costs because, depending on an organization’s legal and regulatory requirements, originals can often be destroyed or stored in an off-site facility. Best of all, the imaged and indexed documents are instantly available to staff across the organization and can be quickly and easily accessed when needed.
Get the Right Equipment, Supplies and Layout
Not all filing rooms are created equal. From high-density shelving and mobile file storage to optimized file room layout and customized file folders, we can help you ensure that your clients’ physical storage is performing at peak efficiency.
For more information on how TAB’s professional services can help solve filing storage challenges, call 1-866-838-4732, or click here to contact one of our storage-design consultants for a free consultation.