Downsizing Your Office? Here’s What to do with Your Records

According to a recent study, the average office space per employee has shrunk by 25%. As businesses adjust to the “new normal” of working remotely, many are rethinking their need for traditional office space.

For businesses that are downsizing their office space, there are a few key considerations to make as you’re looking for the most ideal space for this season of your business.

How Much Space Does Your Business Actually Need?

When looking for new office space, you’ll want to consider a variety of factors when determining the ideal footprint. Consider factors like

• how many employees you have
• how many employees come into the office, daily
• how much storage space you may need
• whether or not your company needs communal workspace or individual offices and meeting rooms
• any other factors that are specific to your business

Determining Your Businesses Storage Needs

When thinking about how much storage your business might need in a right-sized office space, the first step is to take an inventory of the types of files and materials your business currently stores on-site.

This includes items like supplies, back stock, materials, records, equipment, and any archival items you keep on hand.

Things to Consider When Managing Records and Archives

One of the most important considerations to make ahead of your office move is what to do with your records. As businesses increasingly rely on and generate information in various formats, it’s important to consider how you’ll manage and store these records long-term.

For hardcopy records, consider the retention requirements and the volume of records you have on hand and how you will organize, relocate, and file these items in a new space, or if they are viable candidates for an off-site solutions.

For digital records, make sure your backup systems are up to date and consider options for secure storage of an off-site backup of your information, in the event of information damage or loss during your relocation.

There are many solutions for file relocations and storage, but not all are created equal. Secure records management from Augusta Data Storage can help reduce the amount of space your business needs for physical storage by offering secure off-site records storage with 24/7 retrieval access services.

How Does Off-Site Records Storage Work?

Off-site records storage is a solution for businesses that need to store physical records but don’t have the space to do so on-site. Businesses can work with a records management company like Augusta Data Storage to Box, crate, and transport their files to a secure off-site facility.

At Augusta Data Storage, we offer a variety of storage options to meet your business’s specific needs, including:

• On-site storage in our climate-controlled vault
• NARA Compliant Records Storage
• Secure records storage

Need access to your records? No problem. We also offer 24/7 retrieval access services so you can get the files you need when you need them.

Why Choose Augusta Data Storage for Record Storage?

There are many reasons to choose Augusta Data Storage for your off-site records storage needs, including:

• We’re a local, family-owned business.
• We have over 30 years of experience in the records management industry.
• We offer secure and compliant records storage solutions.
• We have a team of experts who can help you with every step of the process, from file inventory to storage and retrieval.

What Documents Should My Business Keep?

This will vary from business to business, but in general, you’ll want to keep any documents that are required by law or regulation. These might include things like tax records, employee records, and financial statements.

You’ll also want to keep any documents that are essential to the operation of your business, like product manuals, customer lists, and vendor contracts.

Finally, you’ll want to keep any documents that could be useful for reference in the future, like sales reports, marketing plans, and project proposals.

A records management company can help you determine which documents need to be kept on-site and which can be stored off-site, based on your specific business needs and how frequently you need access to the records.

What Should I Do With Items I No Longer Need?

Have records that are outdated, files you no longer need to keep, or even documents you’ve stored outside the retention window? Augusta Data Storage offers a variety of mobile and off-site shredding services, which are a great way to help lighten your load ahead of your office downsize.

We can accommodate new records into our warehouse at any time, so you don’t have to worry about finding a new office space with tons of storage space.

Added bonus: If you have extra computers, monitors, or tech devices that need palletized and climate-controlled storage, we can help with those items as well.

Bulk Shredding and Records Purges

In some cases, you may need to purge old records that are no longer needed. This might be required by law, or it might simply be a way to declutter your office space.

Either way, it’s important to partner with a reliable document destruction company to ensure that your records are securely destroyed. This is especially important for sensitive documents that contain personal information or confidential business information.

Once you’re settled into your new office, if you have recurring shredding needs, our team can help set up scheduled shred service, based on your specific needs.

The Specialized Records Management Your Business Needs

When downsizing your office space, there are a few key things to keep in mind. First, take inventory of the types of files and materials you currently store on-site. This will help you determine what can be digitized and what needs to be relocated to an off-site records storage facility.

Next, consider your shredding needs. Do you have outdated records that need to be purged? If so, partner with a reliable document destruction company to ensure that your records are securely destroyed.

Finally, if you’re looking for an all-in-one records management solution that is secure, compliant, and convenient, look no further than Augusta Data Storage. We offer a variety of storage options to meet your business’s specific needs, including on-site storage, NARA Compliant Records Storage, and secure off-site records storage. You can couple these with our retention management and annual purge services for a comprehensive records management solution.

If you’re considering downsizing your office space, Augusta Data Storage helps you make the transition seamless and secure.