Document Storage
Don’t let the past hold you back!
Although the paperless office has not quite been achieved, the business world has changed from one where paper is the norm to one where digital documents are ubiquitous. The problem is for long established companies that they have a legacy of paper documents that they cannot leave behind. The paper documents cannot simply be ignored, because the information they hold may be important, or because they have legal significance. If the problem they represent is not solved, they will hold the company back, with wasted time, inefficient working practices, and unnecessary overheads.
Document storage is the answer
Professional, specialist offsite document storage is the answer. Instead of using prime office space to store paper, move it offsite. A specialist can maintain and manage the documents in storage better than most offices can. They have:
- purpose built racking, in purpose built centres
- purpose built management systems, which record where every document is stored
- access control and audit trails, recording every time a document is accessed
- ways to implement retention policies, set by you, which determine how long each document is stored for
- secure shredding, for when documents are no longer needed
- fire detection and suppression
- internal and external security
Saving space, money and time
There is a cost to using professional document storage, of course, but there are also savings. The office space it frees up is expensive, a big part of your overheads. It can be re-used, or disposed of, cutting your rent bill. Plus, finding the right document from a modern, purpose built document storage centre is often much quicker than finding it an neglected corner of your own office. Document storage saves you space, money and time.
Saving your reputation
Failing to manage your documents properly can damage your reputation in 2 different ways.
First, the wrong people might access the document. If all the documentation is stored in the same room then there is no control over who accesses what. An inquisitive staff member might find last year’s pay increases or annual appraisals. Worse, they might find something that is commercially confidential, or contains sensitive information about a client, and decide to share it outside the company. Remember, data protection legislation applies to information help on paper as well as information held digitally. If you do note have control and audit logs over who accesses which document, then it’s time to move to professional document storage.
Second, the right people might not be able to access the document. Perhaps a previous user filed it in the wrong place, or forgot to return it. Having to tell a client you have lost an important document will damage your reputation. If it is an important signed legal document, it might lead to a costly and damaging court case.
Maximum security storage
Document storage is similar to a prison, in that everything or everyone should get the level of security that’s right for them. Why? Because security, in both cases, is expensive, and excessive levels of security are a waste of money.
Making your documents both safer and easier to access.
Good scanning companies offer a scan-on-demand service that means your documents can be back on your desk within minutes. Their purpose-built facilities, and purpose-built management software, mean they can find any document you need quickly. They are experts at document scanning, with state of the art equipment and a skilled, experienced team, so you can be sure every scan will be complete and accurate. They can deliver the scan to your desk by whichever means you prefer, including email, ftp and a secure online document management system.
Off-site document storage improves office space for your staff
As businesses grow, paper files and archive boxes can gradually take over valuable office space. Filing cabinets, storage rooms, and stacks of documents often occupy areas that could be used more effectively for staff, meeting rooms, or day-to-day operations. Off-site document storage provides a practical solution by moving infrequently used records into secure, professionally managed storage facilities.
By relocating archive material away from the office, businesses can create a cleaner, more organised working environment. This can improve efficiency, reduce clutter, and make better use of expensive office space, particularly in city-centre locations where space is at a premium.
Off-site storage can also support flexible and hybrid working by reducing dependence on large paper filing systems within the workplace. Combined with digital document management and scanning services, it helps businesses modernise the way they manage information while maintaining full control over important records. More importantly, they can attract the best staff by enabling modern working practices such as hybrid working.