Why Should Changing Your Archive Supplier Be Challenging?

August 17, 2023 | Elless Solutions Team

The current business landscape is dynamic and full of change. Switching from one archive supplier to another, can be a daunting task full of complexities and challenges, but if companies that deal heavily with documentation want to fully minimise their costs, then switching archive suppliers can be a must.

Historically, changing bank accounts used to be a formidable task, but great demand led to the introduction of platforms like Uswitch, revolutionising and far simplifying the process. Elless Solutions looks to be the innovator within the archive storage sector, making life easier for those that want to switch suppliers.

In today’s article, we delve into the intricacies of switching archive storage supplier, from the reasons why it is a good idea, to the challenges that companies may face along the way.


Why should companies change archive provider?  


The loyalty penalty


Within most industries, loyalty is rewarded with lower costs and better service, but this is not the case in archive storage. Businesses that stick with the same provider, on average, pay up to 30% more than newcomers, so changing supplier once every year or so can provide huge savings. Learn more about the loyalty penalty here.


Service quality


As time goes on with the same provider, quality of service generally worsens. By looking at the top three players in the industry’s Trustpilot reviews, we can gather that the issues are generally around slower business practices, such as response times and delivery times. This along with the higher costs stated above. Iron Mountain is the biggest provider in the industry, see their reviews here.


Trust issues 


Instances where archive providers make significant changes without prior communication or mishandle critical documents can severely erode trust. We have heard numerous horror stories of archives being relocated without warning, documents returning with mould growth, or limited communication beyond annual price hike notifications, which significantly fractures the client-provider relationship.


What are the challenges of switching provider? 


Prolonged transition periods 


Archive providers often cite logistical complications as reasons for slow transfer processes, impeding a smooth transition. However, these challenges might be less about technical constraints and more about retaining clients. Negotiating a streamlined transition process with clear timelines is crucial for a successful switch.


Understanding which difficult questions to ask to get the best possible outcomes takes a lot of experience in the field. So, to avoid delaying transition periods, it is recommended that you contact a professional. Elless Solutions  has over 50 years of experience in records management and has helped numerous companies save copious amounts of time from contract negotiation.


Navigating cost implications 


Some archive providers enforce “rusty handcuff” clauses – contractual terms that levy additional charges for transitioning to another provider. The legality and morality of these clauses are extremely questionable, but sadly commonly seen. Overcoming this hurdle requires contract negotiation, ideally from someone with experience. Elless Solutions has helped numerous companies overcome this issue, and many other issues just like it.


Tips for switching archive providers 


Optimise the transition process 


Reach out to prospective archive providers and discuss their transition protocols to fully understand what you can expect from them. Address the major issues directly, such as delayed transfers and rusty handcuff clauses, and collaborate with them to establish a plan that aligns with your business needs.


Tackle financial hurdles 


When negotiating contracts with your current and prospective providers, make sure to confront the additional charges associated with switching provider. You can seek legal advice to gain clarity on the situation and find out whether these clauses are acceptable or not. Present them with ethical alternatives to these costs which can provide benefit to both you and the providers.


Speak to a professional 


Negotiating contracts and searching for intricate clauses can be daunting. Save yourself the fuss and leave the hard work to a trusted professional with industry experience aplenty. Professionals who know the industry inside-out know where to look and what questions to ask – not to mention the tricks companies may try and pull to keep you paying more.


Elless Solutions looks out for your best interests and helps you minimise your archive storage costs. We have a wealth of over 50 years of experience, and we put every ounce of that knowledge into giving the best possible service to our clients. We have helped many companies save up to 50% on their archive storage costs, and now it is your turn. Let us do the heavy lifting, from negotiating contracts, to helping with moving documents from one site to another, reach out to us today to see how we can help put you on the right track.


While the intricacies of changing archive providers can be challenging, they are by no means insurmountable. In an age where effective document management is critical to business success, the freedom to select providers that cater to your unique needs is a must.


By proactively addressing challenges, working with professionals, and embracing innovative solutions, businesses can pave the way for a smooth transition to a suitable archive provider. If you’re contemplating a provider switch, make sure you do it right, speak to us at Elless Solutions and start saving money.

Ready to Get Started?

Contact us today to get started on the process. If you have any questions we will be more than happy to advise.

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Elless Solutions Team

Elless Solutions Team

In 2016, we created Elless to be the independent advisor that fills the gap and provides businesses with bespoke solutions, honest advice and cost-saving answers. Continue Reading...

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