Commercial Records Center Definition — Everything You Need to Know.

Written By

Machaela Casey

A commercial records center might sound like something from a science fiction movie, but it’s a place that could transform the way you organize your business. In fact, these locations allow you to find important information quickly, so you can optimize business operations. Still searching for a commercial records center definition? Read on to find out.

What is a Commercial Records Center?

Here’s a commercial records center definition:

A commercial records center is, essentially, a document storage facility that lets you store all types of paper and electronic documents in one place. Tax returns, files, folders, hard drives, you name it — commercial records centers are a safe, secure location for information management.

Of course, you will need to pay a fee to use a commercial records center, but you could generate a return on your investment. This is because commercial records centers use the latest technology to keep your documents safe.

Keeping paperwork and electric files in your office location might not provide you with the same guarantee. Intruders, fraudsters, disgruntled employees, cyber criminals — all of these people can access your files and expose your personal information. This could cost your organization hundreds of thousands of dollars.

What are the Benefits of Using a Commercial Records Center?

A good commercial records center service will provide you with quick, easy access to your documents when you need them, while still providing you with the security benefits of off-site document storage.

These locations have CCTV and other security measures to prevent unwanted intruders from accessing your sensitive information. Plus, many centers are earthquake and fire-proof.

Imagine, just for a moment, that you lost all of your documents. How could you continue running your business? Your customers would lose trust in your organization. Your employees would jump ship.

This is why information management is crucial.

Commercial records centers improve your security credentials while saving office space.

What About Document Retention?

Even commercial record centers have limited space. This is why businesses destroy documents after a certain period of time. Commercial record centers take care of document retention for you, so you can avoid penalties from state and federal government agencies for not adhering to data protection policies.

The best commercial records center service will alert you when they are about to destroy your documents and can work with you when it comes to document storage.