When it’s time to select a storage service for your records, several key priorities should guide your decision:

• Compliance: Ensure that your records continue to meet current and future state and federal privacy laws.
• Accessibility: Maintain uninterrupted access for your clients to their private records.
• Comprehensive Services: Choose a custodial records storage provider that offers essential services, such as organized cataloging, quick retrieval, retention management, disaster recovery, shredding, and recycling.

In addition to these critical factors, finding a cost-effective custodial records storage solution is essential. Here are some tips to help you achieve that.

1. Determine Your Needs

Start by evaluating the amount of space you’ll require for storing and maintaining your records. Understanding the number of documents you need to manage will help you assess the specific custodial services necessary. This research ensures you only pay for what you need and avoid unnecessary expenses.

2. Avoid Managing Your Own Records

Managing records in-house might seem like a cost-saving measure, but it often leads to higher expenses and risks in the long run. Here’s why:

• High Risk and Disruption: Handling records internally increases the chances of errors, data breaches, and compliance failures, which can be costly to rectify.
• Statutory Retention Requirements: Meeting extended statutory retention requirements in-house can be financially prohibitive.
• Litigation Risk: Managing records yourself exposes your organization to potential litigation risks if records are mishandled or lost.
• Customer Service Demands: The time and resources needed to provide extended and unlimited customer service can be overwhelming and expensive.
• Storage and Handling: Proper storage requires compliance with strict handling protocols, security measures to prevent theft, and protection against natural disasters like floods and fires.

3. Convert Records to Digital

Digitizing your records is a smart move that can significantly reduce storage costs. By scanning paper documents into digital formats, you eliminate the need for bulky physical storage. Once digitized, it’s crucial to maintain control over your digital records without over-reliance on third-party systems or connectivity. This is important because legal retention periods may extend beyond the lifespan of a third-party provider. To strike a balance between cost and accessibility, consider a hybrid approach that combines both physical and digital storage.

4. Explore Cloud Storage

Cloud storage offers scalable and affordable solutions for your records management needs. By utilizing cloud services, you can take advantage of secure, long-term storage options that are both cost-effective and flexible. Many offsite businesses specialize in document storage services, offering a secure environment for your records while helping you save on costs.

5. Negotiate for the Best Deal

Before committing to a custodial records storage provider, obtain quotes from multiple vendors and negotiate terms to secure the best deal. Many custodians offer volume discounts based on the number of files you need to store. Be sure to ask about all potential fees upfront, including those for record retrieval and any hidden costs. Understanding the full scope of expenses before signing a contract will prevent unpleasant surprises down the road.

6. Ensure a Smooth Transition

Working with a professional custodial records storage provider can simplify the transition process, saving you both time and money. A well-planned transition, coordinated between you and your provider, minimizes stress and reduces the risk of errors. Additionally, a custodial service that offers to pick up records directly from your location can enhance security and cut down on transportation costs.

At Cariend, we pride ourselves on providing superior care for your clients and their records. Our custodial services are designed to make your transition smooth, secure, and cost-effective. If you’re ready to discuss the next step towards compliant custodial records storage, give us a call at 855-516-0612.