Severe Weather and Your Business Records
From the beauty of the Upper Peninsula to the splendor of Sleeping Bear Dunes National Lakeshore, mother nature shines in Michigan. But our gorgeous state is also prone to flooding, wildfires, winter storms and tornadoes. Are you confident your business documents are safe from catastrophes and natural disasters? In this blog, we offer tips for protecting your paper records from extreme weather.
Assess Your Risk Profile
Every business faces a unique set of risks to its documents. For example, if your office is in a flood zone or near a body of water, floods are a real threat. Similarly, if your facility is a flat, open area, it faces a greater likelihood of being damaged by a tornado. Know the risks natural disasters pose to your business documents so you can create a plan to protect them.
Disaster recovery experts recommend storing your business records in a secure, offsite location. But remember, not all storage facilities are equal. Self-storage units and warehouses don’t offer comprehensive protection from fires, floods and natural disasters. A commercial records center reduces these risks with the following systems:
- Zoned fire sprinklers
- Smoke and heat detection technology
- Generator back-up system
Your documents are stored on specially-designed, high-density document storage shelving units to prevent them from being damaged.
Ensure Emergency Access to Your Documents
When a disaster strikes, you need access to documents that support your business recovery plan. The bar code software system used in a records center offers continuous tracking of your inventory, so if a disaster strikes, your mission-critical documents can be retrieved and delivered to you quickly. Your document storage provider can also offer a Scan on Demand service that enables digitization and electronic transfer of your documents to your disaster recovery site.
Find a Document Restoration Partner
No document protection plan is 100 percent foolproof. That’s why it’s important to have a remediation solution for restoring your documents if they’re damaged. A document restoration service restores documents damaged by water and fire. Specialized equipment is used to dry, clean, deodorize, and restore your documents back to a usable condition.
Michigan and severe weather may go hand in hand, but by following these tips, you can keep your business documents free from damage.
Kent Record Management provides records storage and information management services for businesses throughout Michigan. To learn more, please contact us by phone or complete the form on this page.
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"We really enjoyed working with [Kent Record Management] on our shredding project. Your staff were extremely pleasant and very helpful – it was a true pleasure! We were amazed at how fast it went!"
Vail Rubber Works
"Thank you for providing such great customer service. Our documents are very sensitive and I never have to worry about them getting into the wrong hands. Today (a courier) picked up my shred container. He was polite, professional and got the job done quickly. He was also very thorough in making sure that my documents were locked and secure as he took them from our storage to the truck. I was very impressed with his service."
“MANN+HUMMEL USA INC has been using Kent Records for the storage of a wide variety of business records for more than 10 years. We find the people at Kent Records deliver a high level of customer service. We find them very responsive to our requests and the timely and efficient service has been greatly appreciated. When we request record retrieval, we find the records to be well maintained and in excellent condition. We feel confident that record destruction is being accomplished safely, securely and within the specifications established by our company. We feel confident in the reliability, safety, security, and efficient services provided to us by Kent Records.”
"Our courier from Kent Records is always pleasant and we enjoy seeing him! He also solved my personal shredding problem by selling me two of your shredding bags that I can fill up and deliver to your offices."
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Sparrow Health System