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3 Solutions for Storing Sensitive Records

If you stop and think about the possibility of having zero access to your most critical business documents, the thought is probably a frightening one; after all, access to crucial information is imperative to the success of your organization and therefore impacts it tremendously. Without business documents in your reach, could you successfully serve your customers properly? How and more importantly where, you choose to store your business documents matters.

Below are 3 options in relation to document storage and the considerations of each solution:

secure records storage

Safe Deposit Box

A safe deposit box is kept locked within a bank vault. After providing proof of identification and signing a rental agreement, you receive a key to a box where you can store items of value. Access to your safe deposit box is restricted to you and anyone you’ve designated as a co-renter.

Because people associate safe deposit boxes with storing valuables like jewelry, rare coins and even important papers like deeds and trusts, it may seem like the ideal place to store your most crucial business records, too. But if you need a document or file outside of bank hours or on short notice, you’re out of luck. At most bans, you may only be able to access your safe deposit box Monday through Friday, 9 a.m.-5 p.m. So if round-the-clock accessibility to your business records is a priority, it’s best to consider another option.


A self-storage unit is slightly more convenient than a safe deposit box when it comes to accessing your business records. Many facilities offer 24/7 access, allowing you to retrieve documents and files on your schedule, although some don’t. Either way, you don’t save time when accessing your records means driving to your-storage unit and digging through a pile of boxes. Plus, self-storage doesn’t keep your documents safe and secure. Most facilities have nothing in place for mold abatement or pest control, and your business records are only as safe as the padlock on the door of your unit.

Off-site Document Storage Service

A document storage facility is designed exclusively for the storage and management of business records. These facilities feature integrated systems that keep your business documents safe and secure:

  • 24-hour security surveillance
  • Controlled card-key access
  • Climate control
  • State-of-the-art alarm technology

In contrast to a self-storage facility, access to a document storage facility, is limited to background-screened and highly trained records management staff. These professionals organize and manage your files according to industry and legal information retention requirements.

Barcodes are attached to your documents for comprehensive tracking. You can request delivery of your documents anytime—even on weekends and holidays—offering the kind of effortless convenience that neither a safe deposit box nor a self-storage facility can offer. When it comes to accessibility and security, a document storage facility, is the best storage option for your business records.

Your business records are your company’s most treasured asset. Review and consider these choices carefully as proper document storage will determine whether it remains safe and protected from exposure or outside threats. Protect your documents; protect your company.

Get in touch with U & Me Records Management in West Palm Beach for more information on how we can help. Call 561-832-6156.

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U & Me Records Management

2626 Electronics Way West Palm Beach, FL 33407 Phone: (561) 832-6156 (ext.3) Fax: (561) 655-6985 Email: Staff@uandmerecords.com

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