Storing your documents with reliable document storage providers is essential. So if your current records management company isn’t meeting your needs, it may be time to switch for better cost, efficiency, security and additional features.
By choosing a reliable provider you can ensure a smooth transition helping you store smarter and work better. A smooth transition to a reliable provider like Kelly’s Records Management ensures minimal disruptions, enhanced document security, improved efficiency, and access to a wide range of professional storage and management services tailored to your needs.
Recognising the Need for a Change
Sometimes a company you trusted before may fall short on their practices and customer care. So it’s important to re-evaluate whether their practices are truly in alignment with your company’s goals.Â
Signs Your Document Storage Provider is Not Meeting Your Needs:
- Facing accessibility problems Â
- Having communications issues
- Prices rising each year
- Lack of security, damaged or missing itemsÂ
- Poor customer service or inability to resolve issues
- Neglected facilities and bad care
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It is crucial that your records management provider is meeting your needs for security, accessibility, compliance and cost-effectiveness. Evaluating a provider on this basis will ensure your company is receiving the best document storage solution possible.Â
Researching New Document Storage Providers
Once you have noted that a change is needed, it’s time to find a provider that best suits your needs. There are many providers out there to choose from, so we have composed a list of some important factors to consider when choosing a document storage company.
What to Consider When Researching for a New Provider:
- Security (How secure are their facilities?)
- Compliance (What practices do they have in place to ensure you stay compliant? Do they offer shredding services?)
- Accessibility (What are their operating hours? Do they fit your company’s schedule?)
- Cost (How much are they charging per item?)
- Accreditations (How credible are they?)
- Reviews (What are other companies’ experiences with them? How have they responded to negative feedback?)
- Additional Services (what other services might they provide that your current company does not?)
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Kelly’s Records Management is an ISO-accredited and highly secure provider offering convenient mobile storage solutions. Offering delivery and retrieval of your documents directly to your doorstep, with comprehensive services such as vault storage and secure shredding.Â
Planning and Executing the Transition
Here are 6 simple steps to guide your company through a provider switch:Â
- Review Your Current Contract: Check information regarding termination clauses, notice periods or any penalties for early terminations.
- Submit a Termination Notice: Formally contact your provider regarding your decision to terminate the services, making them aware of the termination date.Â
- Establish a New Account: Set up an account with your new provider so you can start storing any new documents with them.Â
- Organise your Documents: Ensure all your documents are indexed, barcoded and ready for easy retrieval.Â
- Arrange Secure Transportation: Make sure your documents are transported with care, security and are correctly audited.
- Familiarise with New Processes: Ensure you are familiar with the new record management processes, as well as additional services available.Â
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By following these 6 simple steps, you can ensure a smooth transition and work with a document management company that keeps your documents safe, organised and compliant, giving you the best service and care possible.Â
Conclusion
A well organised switch ensures a smooth transition, minimising disruptions while keeping your documents secure, accessible, and compliant.Â
By choosing Kelly’s Records Management, you not only streamline the process but also save up to 30% on storage costs. We cover your exit fees, provide a dedicated account manager to handle any issues, and manage the entire transition for you. Our team coordinates directly with your current provider, barcodes all boxes, and gives you full control through our online portal making the switch effortless and stress-free.Â
Ready to Switch Providers?
Switch to Kelly’s Records Management today for a seamless transitions and exceptional service!Â
- Dedicated Account Manager
- Online Portal
- Range of Services
- B-Corp accredited
