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Severe Weather and Your Business Records

the modern office hall interior with stairs in Insurance caseFrom 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.

Store Offsite

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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