So you want to leave your current record storage company, but you can’t help feeling trapped?
Sometimes a relationship can get old and stale. Maybe you feel you are not appreciated, or that you are just another number. Perhaps you have had some really bad experiences.
• How frustrating is it to call for services? Do requests go unanswered or no reply back?
• Do you get frustrated when you can’t reach a live representative?
• Does your monthly invoice feel like you are being nickel and dimed for everything?
• Do you call for service, only to find out your boxes are in another Hub?
• Do you feel there is no sense of urgency when you need something done?
Is all lost? Fortunately, no, Data Storage Centers can help.
There are typically two concerns we hear from someone not happy with their current records storage provider:
- “I already use ABC Company for Record Storage. Is it going to be a hassle to switch? Will it end up costing me more money?”
- “I understand why Data Storage Centers would be a great fit for us, but I have an overly restrictive contract with another vendor.. It seemed like a good idea at the time, but now I feel trapped with them. Can you help?”
Fortunately, we can make it worth your while to switch. We want your business.
For starters, we often can save you hundreds of dollars each month by switching to Data Storage Centers for your Records and Information Management (RIM) needs. That alone, can make it financial worthwhile to make the switch. That said, many times we can even help to get you out of your existing contract.
Switching your current records storage company is typically a very easy process, and requires nothing but a few phone calls to start saving money and receiving better value and service. To find out more, give us a call at 602 273-3045 or fill out our request for quote form.
But even if Data Storage Centers can’t get you out of your existing contract, there are things you can do to escape the current situation and get on the right track. Follow these steps to improve your situation:
Check The Contract:
Or forward it to us to have us take a look. When you sign a standard storage agreement, some companies will put in special clauses that implement restrictions on inventory reductions. The careful examination of your particular agreement is important here, because many older contracts may not have such provisions and leave you with the flexibility to select the vendor of your choice.
Stop Sending Them Files:
This one may seem pretty obvious, but many people don’t realize that they don’t have to keep sending their current vendor new boxes on a monthly, quarterly, or annual basis. Simply contact DSC and start to send all of your recent banker boxes over to us.
Nearly all information lives on a bell curve – meaning that it’s accessed shortly after it’s created and shortly before it’s destroyed, and rarely in between. This means that your new requests for records will be handled by our professionally trained and certified team. Our staff are background checked employees and cross trained, resulting in a better experience right away. Also, this means that once the old documents reach their destruction date, you can be free of your current provider.
Shred Documents You Don’t Need:
Many storage providers would be happy to have their clients store old, outdated files with them forever. Truth is that’s not an effective Records Retention strategy. You shouldn’t maintain records for any longer than needed. This includes legal documents, financial records, patient charts, and loan documents to name a few. Store them as long as you need them for and no longer. Evaluate any inventory that is currently being stored and destroy records that are no longer needed.
We encourage our customers to be careful, and to check with your company’s records manager or legal counsel before doing so. But often, you can destroy up to 10% of your old information per year without triggering their punitive inventory reduction clause.
You can follow these steps to help mitigate the aggravation caused by their process & start heading down the path to improved information management. Either way, Data Storage Centers is here to help and may even offer a financial buyout program.
Give us a call at 602 273-3045. One of our experienced Information Governance Consultants will be glad to assist you.