Bulk Document Storage Case Study – Document Storage + Records Management

The Challenge

It is evident in any sized business that important documents are generated continuously and require storage either by choice or due to legislation. Often, storing in-house can become quickly disorganised, inefficient and documents may be misplaced, lost or need substantial office space. As well as this, businesses may have documents stored across multiple locations without adequate auditing/tracking processes and without timely access to specific documents when they are needed. This can compromise the business in many ways. Hence, it is essential that clients have fast access to records and a trusted, well secured and organised bulk document storage provider. Also, some clients have documents stored throughout multiple facilities and do not have the time to allocate coordination efforts to consolidate documents into one location. We found this challenge arising in numerous mid-level corporate clients and we have been able to produce a streamlined records management and document storage service as a solution.

The Solution

CostSmart has been providing document management and bulk document storage services for mid-level corporate businesses for the past seven years. Our client required the consolidation of 10,000 boxes of documents stored throughout five separate locations. In response, CostSmart organised labour, IT and freight services to coordinate the relocation and consolidation of their stored materials. The organisation of these logistics occurred without any disruption to the client’s business in an “after-hours” time-slot. Now, our client has bulk stored all of their documents in a single location, allowing for quick and easy processing and access.

The Outcome

This project resulted in numerous benefits for our client. Most importantly, significant cost savings were achieved by streamlining their document storage services with one provider. CostSmart was able to provide annual cost savings exceeding $150,000 when existing tenancy costs were factored in. To increase efficiencies for our client, we also created an online management and processing tool for collection and retrieval of stored documents. Our client has more effectively organised their records management by using CostSmart. Additionally, CostSmart provides online reporting, same-day delivery/retrieval of any managed records and secure storage within our eleven-meter warehouse facility.