A suitable environment for office paperwork will also be met with an assortment of differing possibilities and not all of them are conducive to long term archiving. All too often, far too little emphasis goes on the company archive and the need to keep it intact and secure.
You frequently hear of a client or mate who has a barn, shed, lock up or garage for rent. Eager to jump at the chance of cheap storage, you’ll probably take them up on the offer without giving it a second thought.
Once the lease has been agreed over a pie and a pint, both parties amicably part ways and anything vaguely resembling legally binding paperwork is replaced with a firm handshake and a friendly wave.
Firstly, sheds and barns are not known for their natural defences against damp and things that scurry and nibble. Secondly, if anything happens to the contents by way of flood, fire or theft etc, your pal, who was so agreeable over the steak and ale, will probably shrug his shoulders and walk away, leaving you with no back-up and a damaged archive.
Sadly, the Information Commissionaires Office, which enforces the Data Protection Act, will not be pacified with an invitation to the Dog & Duck to talk about your data breach.
So before you take up that offer of a quick and free solution, consider what liabilities you are potentially creating for yourself.
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Neil Hamilton-Meikle, Safebox Data Centre
@The_Safebox
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