Paper documents are super important for running any organization. In Vietnam, managing these paper isn’t just about storing them properly and keeping them safe, but also about meeting legal requirements. A lot of businesses struggle with not having enough space on-site to keep all their documents. That’s where paper document storage services come in handy.
Why Is Paper Document Storage Services Necessary for Businesses?
At MyStorage, we understand that some documents need special storage because of their importance and volume. We often see tax-related documents and papers from construction companies. But we know there is so much more than that! Here are some common reasons businesses choose to use document storage:
Legal and Regulatory Compliance:
In Vietnam, it is necessary to keep most records, invoices, and documents for at least 5 years, and sometimes forever. It’s important to keep past records because local government agencies might ask to see them if there are any problems. To comply with these regulations, businesses need a well-organized system for storing and managing paper.
Long-Term Storage:
Some types of businesses are required to keep their documents for many years, typically hospitals, clinics and small construction companies. Their documents require long-term storage in controlled environments. They need professional storage facilities to provide climate-controlled storage options to protect these paper from deterioration over time.
Hospitals & clinics:
Medical records contain a wealth of important information about the patient’s health status as well as personal information. Therefore, they must be kept confidential throughout the medical examination and treatment process as well as the medical record retention period. Vietnamese law specifies these retention periods, with many types of medical records requiring a minimum storage duration of 10 years. This means that the volume of medical records on a daily, monthly, and yearly basis for each hospital/clinic is extremely massive.
Small Construction Companies:
Construction companies and interior design studios are thriving in Vietnam. They deal with tons of projects of all sizes every year, which means lots of paperwork. Small construction companies and design studios often don’t have much office space, so keeping paper in-house can be a real hassle and can even hinder creativity. They need document storage to keep their drawings, project records, contracts, permits, and other paper organized and secure.
Companies Ceasing Operations:
When companies cease operations, they often require secure document storage facilities to store documents and paperwork that have not been resolved – until they are no longer needed.
Benefits of Using Document Storage Service
Regular or Climate-Controlled Private Units/Warehouse Options
Customers have many options for storing their paper documents. Traditional storage units are suitable for non-sensitive documents, offering basic protection. However, businesses with sensitive documents that need protection against extreme temperatures and humidity should choose climate-controlled storage.
Cost-effectiveness
Using an external document storage is often a more cost-effective option than operating an in-house storage, or expanding office space to store paper.
Security and Protection
Professional document storage facilities offer security systems, including surveillance, access control, and fire protection, to guarantee privacy and safeguard paper from loss or theft.
MyStorage Is Your Partner For Professional Document Storage
“What are the key features to consider when selecting the most suitable storage service for our most important paper?”. This is definitely the essential yet frequent question for businesses to ask. When choosing a provider for paper storage, it’s essential to consider key features that ensure the safety and accessibility of your paper. Then MyStorage is your solution! At MyStorage, customers also have the option of choosing between shared storage or self-storage. Here are what we offer:
Carton Box Packaging
MyStorage offers you brand-new, durable cardboard carton boxes for document storage, along with labels for easy organization.
Door-to-Door Moving Service
MyStorage’s professional Customer Service staff will safely transport your paper directly from your location to our storage facilities if requested.
Secure Storage
Our secured warehouses feature many amenities: theft, fire, and hazard prevention measures, along with 24/7 air conditioning.
Document Destruction and Shredding
MyStorage provides secure paper destruction and shredding services to safely dispose of sensitive materials.
24/7 Accessible with Self-storage option
Many of our customers are using the secure document Self-storage units to keep their paper. With this option, they have their own keypad lock to access the items every time they need. We understand that easy access is really important for any stored items.
Paper document storage services are essential for businesses. By using professional storage facilities like MyStorage, businesses can streamline document management processes and protect their valuable information effectively.
