Having a centralized filing system can be a huge dread for many. Records management is a chore let’s just admit for once. Many companies are skeptical of using a centralized filing system. It is important to note that when it comes to sorting files, looking for a particular one, a lot of time is consumed in locating what you need. Knowing this fully, many businesses still have not adopted a centralized filing system.
A centralized filing system requires a lot of work in the beginning no doubt but the benefits it can bring are worth it. If you have been associated with document management one way or another, you would definitely be aware of the grind of having to look for a particular file in a physical storage facility.
In this article, we will try to convince you why your business should have a centralized filing system.
Here are a few of our top reasons:
It will make things hassle-free
Yes, we all hate the hassle, don’t we? When it comes to finding files at the very last minute, the struggle can be painful. At times, the one who requires files is not even around different storage facilities. This can make the process even longer.
Having a centralized filing system can save you from this hassle. All you would need to do is type the name of the file that you are looking for or look in just one place to find the relevant file. You won’t have to look through heaps of files in different locations to find the one that you need. Decentralized filing systems can be nerve-wracking for the new employees especially. They do not know what files are placed where and are always asking from their colleagues. Even the old colleagues can have a hard time remembering the location of a certain file. A centralized filing system can be a life savior in such situations.
It saves a lot of time
Having a centralized filing system means that all of your files are placed in one big facility. Whoever needs anything won’t have to move from one facility to another to get it. Sifting through various locations can be very time-consuming and tiring at the same time.
A centralized filing system can save heaps of your precious time by avoiding all of that. It is a single organized facility that has every document that you need. Saving time can make employees more productive as their efforts are not wasted on having to move to different facilities just to get this one document. By avoiding this, employees can focus on their core responsibilities in a much better way.
It is cost-effective
One of the most obvious benefits of having a centralized filing system is cost-effectiveness. With multiple storage systems or facilities comes the cost of their maintenance. Since each facility has important documents, they ought to be well taken care of. Moreover, the security costs, rent if you don’t own those places, and staff to run all of them are also required. Costs can be magnificently cut down by having a centralized storage system. Multiple storages or filing systems also require a power supply be it for security or anything else. Power costs can be significantly reduced with a centralized filing system. You only need to pay for the expenses of one large facility instead of multiple ones. Companies can save up a lot by avoiding all such unnecessary costs. The saved money could be invested elsewhere.
It can offer better security
Since all of your efforts will be focused on running one centralized filing system, you can expect better security. You won’t have to worry about the security of multiple locations. Instead of investing in multiple security systems, you can get a single advanced and highly reliable one. This will offer enhanced security for the documents. Records hold confidential information and ought to be put in highly secure facilities. Avoid security disasters by having a single filing system.
Conclusively
All in all, such filing systems have numerous advantages that companies can benefit from. Not only is it a cost-effective option but extremely convenient and time saving at the same time.
With the benefits listed above, we hope you are able to make just the right choice for your business!
