My first office job was working as a secretarial assistant in high school at a local law firm. When not driving documents to other towns in the area, I spent most of my time retrieving or refiling in the large file room that they had on site. They did not have a sophisticated filing system, however at the time I did not know any different. Basically, it consisted of shelves containing the everyday file folders arranged in alphabetical order. Larger cases contained bigger file folders with video tapes (DVDs had not really taken off at this time) and photographs. The file room was the largest room in the entire office. Throughout the day, the door remained open due to the fact that our break room and eating area was located in the back of the file room. Visitors and clients frequently passed by the file room on their way to the attorney’s offices.
At the time, I thought where I was working was one of the most high tech places in town, and it probably was. Answering the telephone fell under my umbrella of duties. While I was there we actually switched from the classic way of taking messages (using the spiral bound carbon copied notebooks) to emailing phone messages to attorneys. It was my first time to ever have my own email address! Looking back, however, I see many risks and flaws in their system. This perspective comes from what I have learned in my short time working here at Underground Vaults & Storage.
If they had chosen an off site location for their court records storage, there would have been many advantages. For example, the room used for storage could have made two or more comfortable offices for attorneys or support staff. It also could have been transformed into a research area where attorneys and paralegals could spread out and conduct in depth planning, strategizing, and preparations. The majority of the files stored in the filing area were from closed or settled cases ranging in age from one to fifty years old. Though attorneys often accessed old files for reference, most of them were rarely needed.
Another advantage to the off site storage would have been increased security. Many of the cases handled there were worker’s compensation cases. These cases often contained video obtained by a private detective service that would capture defendants performing tasks at home they claimed they were unable to do because of injuries from work. Thinking back, it would have been easy for someone to orchestrate the theft of such evidence. Someone planning a theft of evidence disguised as a potential client merely had to request a bathroom break, pop into the file room on their way, and slip out with the incriminating evidence. For higher profile cases, a defendent might even bribe an employee of the firm to appear to be doing legitimate work in the file room in order to take some form of evidence or information critical to a case. In addition to stolen evidence, an endless amount of personal and financial information could easily be taken by someone interested in using it for personal gain.
In addition to theft during business hours, the file room was also vulnerable to theft outside of business hours. A back door to the office that opened almost directly in front of the entrance to the file room existed. Boxes of files could have easily been taken by someone wishing to take someone’s identity. The ramifications for someone securing access to these files could be never ending.
Another disadvantage of on site storage is the threat posed by fire, flooding, and/or damaging weather. Also, is having a break room and eating area in the same room with essential files a wise decision? Many of these threats could be avoided or greatly reduced by utilizing secure storage facilities.
In defense of on site storage, it does offer peace of mind for staff worried about needing documents quickly. However, many off site storage facilities offer quick retrieval through faxing, scanning, digital transfer, and overnight shipping.
As far as other benefits of on site storage, I am at a loss for words in describing the benefits. The professional records management consultations that many off site storage centers offer is worth the price required for off site storage. Why pay a high school student to file when that person could be out running errands? I think it would be a much wiser decision to leave records management to the professionals.
