Dispelling Old Myths

By Cary F. McGovern

Recently, I overheard several long-time self-storage owner/operators and prominentself-storage consultants discussing records management. According to their conversation,records management in a self-storage facility is difficult to operate and make into aprofitable venture.

Let the naysayers beware: It is a new era in records management. Today, it is actuallyquite simple to increase revenue and maximize profitability in your existing facilitywithout new cost. But first, you must understand the business.

Differing Points of View

Of course, there are differing points of view on every subject. We all have our own andit is usually based on who we are, how we were raised and influenced by our parents, wherewe grew up and what our collective set of experiences are.

There is no question that records management is quite a different business fromself-storage, in more than a few ways. However, some of the basic components areidentical, and the "launching pad" is already in place.

Traditional Records Management--The Super Market

The three biggest records-management companies worldwide are Iron Mountain,Pierce-Lehey and Recall (formerly Brambles). In addition to these players, major citiesthroughout the world have several hundred full-service commercial record centers, usuallywith their facilities based within a downtown area.

The recent industry consolidation at the high end of the business has had aninterestingly negative effect on these supermarkets and a positive one for new start-ups.The following are several of the key issues:

Neo-Records Management: The Convenience Store

Hundreds of small commercial records-storage and retrieval centers have popped uparound the world within existing facilities using non-traditional methods that optimizeprofits within existing related businesses, such as self-storage, moving and storage,courier services, and shredding or document-destruction industries.

Several important factors have allowed the local players to be more attractive to bothlocal and regional companies, including:

The Myth

Commercial record centers require substantial capital investment and long-termpayback.

Although this has always been considered true based on the traditional approach ofbuilding a records-storage business in a city center utilizing high-rise racking with thetypical storage-density requirement, this is no longer the only way to build arecords-storage business.

A New and Different Notion or Point of View

It is possible--and likely--that you can optimize storage revenue in existing selectedself-storage units by an average increase of 2.5 to 3.3 times the industry average unitrevenue.

So, what's wrong with the idea of increasing existing unit revenue, one unit at a time?

In order to do this, the following are several important issues that should beconsidered:

1. Racking that insures optimum density.

If you are going to use existing units for records storage, you are probably dealingwith 8- or 9-foot ceiling heights. It is imperative that the right shelving be used. Wehave designed optimum configurations and have partnered with manufacturers to keepshelving-unit cost below industry averages as they relate to cubic footage in storage.

2. Software without a front-end investment.

The notion of buying software for records management may be a thing of the past. Youcan now lease software by the transaction and access it through the Internet. All you needis a computer, a modem, and a Net browser such as Microsoft Internet Explorer or NetscapeNavigator. This method allows you avoid $20,000 to $25,000 up-front software and hardwarecost.

3. Business process management to insure control.

Simple systems ensure control. Your operating systems must be simple and easy to use.Forms, transmittals, work orders, labels, bar codes and reports must be absolutely userfriendly to both your staff and customers. FileMan operating processes ensure connectivitywith the Web-based transaction software for ease of use. Many of the activities aretriggered directly by your customer without any of your staff being involved with thetransaction.

4. Appropriate utilization of personnel.

Many self-storage operators are concerned about the use of existing personnel foradditional records-management chores. Your personnel time can be minimal while easilyoutsourcing some of the activities.

5. Courier relationships that work.

Selecting and negotiating an agreement with a courier is an essential component of thismethod. There are important aspects of the courier business that need to be understood toensure your revenue potential. My column in next month's Inside Self-Storage willdiscuss selecting and negotiating courier services for your records-storage operation.

6. Leasing can help you to leverage costs against storage revenue.

Developing a strategic leasing plan for shelving, equipment and boxes can spread thecost of converting one unit at a time, as you bring in new business.

7. Marketing plan and materials can ensure immediate profitabilitywithin the first 90 days.

This marketing plan and approach allows the self-storage operator to become profitableunit by unit within 90 days of bringing his first box into storage. The plan is bothsimple and inexpensive to implement.

Our experience shows that self-storage facilities are well-positioned to be eitherboutique record-storage resources or vertical marketers within the city centers, and areparticularly well-positioned for records storage in the third tier or in smallercommunities.

Remember, this concept did not even exist two years ago. It has become an alternativebecause of changes in the market, focus of industry leaders and inexpensive technologybecoming universally accessible. You can participate with little risk and very littlecost.

Old myths and points of view constantly change. This one has changed for the better.

Regularcolumnist Cary F. McGovern is a certified records manager and owner of File Managers Inc.,a records-management consulting firm that also provides outsourcing services, file-roommanagement and litigation support services for the legal industry. For more informationabout records management, contact Mr. McGovern at File Managers Inc., P.O. Box 1178, AbitaSprings, LA 70420; phone (504) 871-0092; fax (504) 893-1751; e-mail: [email protected] or Web: www.fileman.com.