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SECURE, SCALABLE DOCUMENT MANAGEMENT |
Office Document Storage in Harrisburg, PA and Elmira, NY
Some business records need to remain in physical form for years due to regulatory, legal or operational requirements. Keeping those files onsite can take up valuable space, increase real estate costs and make information harder to manage.
Higher Information Group provides secure offsite document storage for active and archived records. Our team can assist with packing, inventory creation, indexing, labeling, secure transportation and ongoing retrieval. Once stored, boxes are tracked through a digital system and assigned barcodes for precise, efficient access.
Your organization can request stored records through a secure client portal, with next-day delivery and emergency retrieval options available. Documents can also be scanned or securely destroyed as your needs change.
Keep the Records You Need Without Managing Them Alone
Document Management Made Easier
Storing business records requires ongoing organization, accurate tracking and a reliable process for retrieving files. HIG provides the facilities, systems and hands-on support needed to manage physical records throughout their required retention periods.
Your organization receives direct access to experienced records management professionals who can assist with storage, retrieval requests and changing document needs. This gives your team a dependable resource without placing day-to-day records management responsibilities on your employees.
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More Space, Less Paperwork |
The Business Impact of Offsite Document Storage
Reclaim Office Space
Move boxes and filing cabinets out of your workspace, creating more room for employees and revenue-generating operations.
Support Regulatory Compliance
Keep records for the appropriate amount of time while following established storage, security and destruction procedures.
Strengthen Disaster Recovery
Protect important physical documents from fires, floods and other events that could affect records stored at your workplace.
Support Hybrid Workflows
Combine secure physical storage with on-demand scanning to provide digital access for remote and in-office employees.
Reduce Operating Costs
Limit the office space and staff time devoted to storing, organizing and locating physical files.
Improve Efficiency
Centralized storage, digital indexing and barcode tracking help employees access requested records without searching through file rooms.
Who Benefits from Professional Document Storage?
Flexible Storage for Different Recordkeeping Needs
Secure offsite storage can support organizations that create or maintain confidential, regulated or space-intensive records, including:
- Healthcare organizations
- Financial institutions
- Law firms and legal departments
- Local governments and municipalities
- Schools and educational institutions
- Nonprofits and associations
- Construction and engineering firms
- Human resources departments
- Accounting and professional services firms
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Secure and Accessible |
Document Storage Service Features
From preparing records for pickup to providing access when they’re needed, HIG offers the services and support required to manage physical files securely.
Secure Document Transportation
HIG coordinates secure pickup and transportation from your location to the offsite storage facility.
Indexed File and Box Storage
Each box is entered into a digital system and tracked using barcodes, helping ensure accuracy and faster retrieval.
On-Demand Retrieval and Delivery
Request stored files or boxes when you need them. Next-day delivery and emergency or rush retrieval options are available.
Document Intake and Packing Services
HIG can assist with packing during onboarding and handle inventory creation, indexing and labeling through trained staff.
Secure Client Portal
Authorized users can manage stored records and submit retrieval requests through an online client portal.
Integrated Shredding and Purge Options
Move records from active retention to secure destruction with support from the same document solutions provider.
Secure Offsite Storage Facilities
Documents are housed in secure, climate-controlled and fire-protected environments designed for active and archived records.
HIPAA-Trained and Background-Screened Staff
Your records are handled by trained personnel who understand the importance of confidentiality and proper document management.
Storage, Scanning and Destruction in One Place
More Ways to Manage Your Information
Your document needs may change over time. HIG provides related services that support your records from initial storage through digitization or final destruction.
Document Scanning & Conversion
Convert paper documents, historical files, maps, microfilm and other physical records into searchable digital images. Individual documents can also be scanned on demand when employees need remote access to information.
Secure Document Shredding
Securely destroy sensitive documents onsite or offsite once they reach the end of their retention period. A Certificate of Destruction is available upon request.
A Clear,
Organized Transition
Our Document Storage Onboarding Process
Moving years of records into offsite storage can feel overwhelming. HIG follows a structured onboarding process that keeps your files organized and accounted for from the beginning.
Phase One
Kickoff and Information Gathering
HIG’s onboarding team meets with your organization to gather key information, discuss your service needs and develop a logistics plan.
Phase Two
Box Packing and Entry Training
Your team receives guidance on preparing, packing, and entering boxes into the storage system.
Phase Three
System Entry and Pickup Planning
Boxes are entered into the system by your team or HIG. Pickup logistics are finalized and a collection date is scheduled.
Phase Four
Pickup and Secure Transportation
HIG collects the boxes from your location. Each box is scanned at pickup and again when it arrives at the storage facility’s staging area.
Phase Five
Storage and Accessibility
Boxes are assigned permanent storage locations and scanned into place. Once processed, they become available for requests through the client portal.
Phase Six
Client Portal Training
HIG provides additional training to help authorized users navigate the portal and manage document retrieval requests.
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Organized Throughout the Document Lifecycle |
Simplify Document Retention and Destruction
Keeping every document indefinitely can increase storage costs and make records harder to manage. HIG’s document professionals can help establish organized retention and destruction schedules based on your organization’s recordkeeping requirements.
When records reach the end of their retention period, HIG can securely destroy them with your authorization. If you still need the information without retaining the original paper, stored documents can be scanned and converted into digital files.
This gives your organization a flexible way to manage records as operational and compliance needs change.
Document Storage FAQs
Common Questions
Have questions about Document Storage Services? Here are a few common ones.
What types of documents can HIG store?
HIG can store active and archived business records, including financial documents, personnel files, legal records, medical records, administrative files and other documents your organization needs to retain.
How are stored documents organized?
Boxes are entered into a digital system and assigned barcodes. Each box is scanned into its permanent storage location, helping HIG accurately track and retrieve it.
Is the document storage facility secure?
Yes. Records are stored in secure, climate-controlled and fire-protected environments. Documents are handled by HIPAA-trained and background-screened staff.
How do I request a stored document?
Authorized users can request stored boxes or files through HIG’s secure online client portal.
How quickly can stored records be delivered?
Next-day delivery is available, along with our emergency or rush retrieval options for urgent requests.
Can stored documents be scanned when needed?
Yes. Individual files or larger groups of documents can be digitized on demand, giving your team electronic access when needed.
What happens when documents reach the end of their retention period?
With your authorization, HIG can securely destroy records that are no longer required or convert them into digital files when the information still needs to be retained.
What areas does HIG serve?
Higher Information Group provides document solutions to organizations throughout Central Pennsylvania, the Southern Tier of New York and surrounding communities within approximately two hours of its Harrisburg and Elmira offices.
Start the Conversation
Let’s Discuss Your
Document Storage Needs
Ready to reclaim office space while keeping your records secure, organized and accessible? Tell us about your document storage needs, and our team will help you determine the right approach for your organization.
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