Why Offsite Storage is the Unsung Hero of Disaster Recovery Plans

Disasters—whether natural, cyber, or a human threat—happen when you least expect them. According to the Federal Emergency Management Agency (FEMA), 40% of small and mid-sized businesses never reopen after a natural disaster, and an additional 25% reopen but end up failing within a year. This data highlights how a comprehensive disaster recovery plan, involving offsite records storage, is a crucial piece of an organization’s future success. While much of the information created and stored today is digital, physical files still play a key role in business operations and should be protected against potential loss. Relocating these files to secure offsite locations helps preserve business continuity in the event of a disaster.

Read on to learn why offsite records storage should be at the foundation of any effective disaster recovery strategy and the key factors to consider when moving records offsite.

The Risks of Keeping All Records Onsite

“Don’t put all your eggs in one basket,” or, in other words, don’t keep all your important records in one location. When you store your records onsite, it makes your organization vulnerable to a single point of failure. Should the unthinkable happen and a disaster or threat hits your organization’s primary location, the risk of data loss and a disruption in business operations is significantly increased. By moving your records offsite, you can ensure that in the face of unforeseen circumstances such as fires, floods, hurricanes, tornadoes, earthquakes, or vandalism, critical data and documents are safe and can be quickly recovered. The goal is for your business to be able to continue operating with minimal disruption following an event.

How Offsite Storage Strengthens Disaster Recovery

Moving records to an offsite storage facility offers many benefits for disaster recovery, such as:

• Physical protection: Most primary business facilities aren’t built to withstand severe natural disasters, such as hurricanes, earthquakes, or floods. By moving your critical files to a secure offsite storage facility, you ensure that any sensitive files will be protected in the event of a threat or disaster at the central office location.
• Climate control: Offsite storage centers offer systems that regulate temperature and humidity, helping to prevent damage to sensitive documents. Working with a records management service that offers underground records storage, such as limestone vaults with fire suppression, adds an extra layer of security for irreplaceable items. These facilities are hundreds of feet underground and are designed to withstand anything the world throws at them.
• Access control: Offsite storage facilities follow strict protocols, including the use of surveillance cameras, visitor screenings, and locked doors. This offers 24/7 protection and ensures that only authorized personnel have access.
• Accessibility: You may think that if your records are moved offsite, you won’t be able to retrieve them as quickly; however, by partnering with a reputable offsite storage vendor that offers digital delivery of physical files, you can ensure that it’s easy to retrieve documents quickly when requested. This seamless retrieval process means your business can continue operations even if the primary site is compromised.

Indefinitely Maybe: When Retention Decisions Become Compliance Risk

In this webinar, we’ll explore how organizations can move beyond “keep it just in case” thinking and make more defensible, practical decisions about what to retain and what to dispose of. We’ll also cover how to align records practices with…

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Key Features of an Effective Offsite Storage Strategy

Having a well-thought-out offsite storage strategy is essential for ensuring the continuity, security, and accessibility of critical business information in the event of a disaster. Some of the key features to consider include:

• Location: Choose a storage facility in a geographical area that minimizes the risk of regional disasters, so that both primary and backup locations are not affected.
• Security measures: Make sure that the storage facility is highly secure and equipped with fire suppression systems, restricted access protocols, surveillance cameras, and environmental controls.
• Categorization and retrieval: Implement a reliable system for indexing and categorizing records to enable quick and efficient recovery when needed.
• Access: Clearly define who has access to what information, and where that information is stored to maintain data confidentiality and compliance.

Conclusion

Offsite storage is not just a best practice; it’s a core component of disaster recovery and business continuity. To ensure your organization is prepared, evaluate your current storage and recovery plans and identify any areas that need attention. Partnering with a professional records management service can enhance your organization’s resilience, streamline document access, and protect your business in the event of a disaster. Contact us today to get started on finding the right offsite storage option for your needs.

For additional resources to help you create a thorough business continuity plan for your most critical information, visit our Business Continuity and Disaster Preparedness Resource Hub.

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