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Home›Housekeeping›Digital-Housekeeping for Self-Storage Operations | Inside the self-storage space

Digital-Housekeeping for Self-Storage Operations | Inside the self-storage space

By Beverly V. Dreher
September 11, 2021
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You know your self-storage facility needs regular maintenance, right? Of course you do. It probably conjures up things like litter, faded paint, cracked pavement, and dented doors. Maybe in this time of COVID, you’re obsessed with cleaning surfaces, ventilating air, and circulating. But these relate to physical property. What about the digital landscape of your operation?

You might not think about it, but every day your company’s digital footprint grows by a scale comparable to Sasquatch. In an age where your every action online is tracked by cookies and every email is a potential security risk, now is the perfect opportunity to start cleaning up your virtual assets and online presence. I’m talking about your computer files, software and mobile apps, internet security, online business listings, social media profiles, and more.

It’s easy to think your information is safe in a digital environment, but there’s always a security risk. Problems can stem from clicking the wrong link, losing a device, or being the victim of a third-party data breach. The goal is to keep your assets organized and accessible to those who need them while minimizing exposure to cyber threats. Consider the following.

Update your passwords

Change your digital passwords at least every 60-90 days and delete or disable any accounts you no longer use. Unless you use strong codes, you could expose your company information. By the way, “Password” is do not A password! Harvard University Information Security suggests creating a unique code by converting a phrase into an acronym, or choosing four to five letters at random and offering a phrase to help you remember it. For example:

  • A: IGI, TH! = Acronyms: I understand, thanks Harvard!
  • JS!!EPP = JustStop!!EnoughPasswordsPlease

Essentially, you want your passwords to be a solid combination of numbers and letters, using capitals and punctuation. If trying to keep track of them all seems too much for you, use a password manager to stay organized and secure. This app generates unique codes for each of your accounts and stores them securely behind strong encryption. So instead of keeping each password individually, you just need to know your manager’s password.

Back up your data

Cloud-based software has been the de facto platform for the self-storage industry for some time, but in a climate of growing security risks and a distributed workforce, you need to back up everything you can. This includes information from your mobile devices and laptops, and certainly all business information on your desktop computers.

Many backup strategies have emerged over the years, but none are as widespread as the 3-2-1 rule, which advises you to keep three copies of your data (your original and two backups), on two different media. , with a copy kept offsite. for disaster recovery. Although the term was coined in the 1990s, long before cloud storage, it is still useful as a guideline. I recommend it with a modern twist: create three copies of your data (your original and two backups), on two different media, one of which is the cloud and the other an external drive – local, cloud, external.

Reputable management software providers go even further on your behalf and also provide redundant cloud backups. So no matter hell or high tide, your information is always safe. Remember that any information that is not stored in your management software does not benefit from this advantage.

Update your online ads

If you’re not using online business listings such as Bing Places for Business, Google My Business, Yahoo, and Yelp to promote your self-storage operation, you should be. They are a great tool for attracting customers. The catch, however, is that you have to maintain them carefully, making sure all information is accurate and up-to-date. This ensures a better end-user experience and better online results for you. When reviewing your ads:

  • Check the correctness of the company name, phone number, email, opening hours, address and logo.
  • Check the reviews and respond to all of them, positive and negative.
  • Check for new or previously unused fields.

Creating and maintaining these profiles is important to the online health of your business and requires little to no technical experience. You can even use a free tool like Yext or Moz Local to quickly scan your local listings and see if there are any inaccuracies or missed opportunities. Both usually take less than a minute to run and will give you a quick view of over two dozen sites.

Check your social platforms

Chances are you use at least one social media channel for your self-storage business. While it’s important to post content regularly for an ongoing audience, it’s also essential to keep your information relevant and secure.

Most platforms will allow you to pin a post to the top of your business page. Take advantage of it by adding eye-catching content, but be sure to change it at least every six to 12 months. Any longer than that and your account will appear inactive.

Properly configure your privacy settings to prevent cyberattacks based on social engineering, which involves manipulating people into performing actions or disclosing information under false pretenses. If your social accounts aren’t protected, criminals can gain access to things like employee names, events, and company announcements, which can be used to compromise your business. On Facebook, Twitter, and LinkedIn, the public privacy setting is on by default, but you can easily change it. However, avoid posting information such as company job roles, work email addresses, and other inside information.

Finally, take a look at all the images you’ve posted and delete any that might be old or off-brand. To make a good impression on readers, it’s important to think about the public impression you make with the photos.

There’s always more to do

All of these steps provide a great foundation for a clean digital landscape, but in the end there is always more to do. Not a single thing listed above can be done once and never touched again. Establishing company-wide policies and staying vigilant are the best ways to ensure your self-storage business stays organized and efficient, in both physical and virtual realms.

Kevin Kerr is the Marketing Director of Storage Commander Software, a Temecula, Calif.-based provider of cloud-based management software and fee-based merchant services for self-service storage operations. To reach him, send an email [email protected].

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