With the last couple of years serving as a wake-up call for businesses whether it is about climate change, natural disasters, or a looming pandemic, the process of digitization has paced up immensely. Be it small businesses or commercial scale ones, it is no surprise that the heaps of paperwork are always a bummer. From records management to documents storage, the grind of keeping it all safe and organized can be the death of businesses.
Getting rid of old files always feels like a risk as one never knows when they need to reuse the information. So, companies keep on accumulating stacks of files until there is literally no space left. But do they need to resort to that?
It’s the 21st century, there has got to be a better alternative right?
Documents storage and records management done digitally! It may sound like an arduous task or worse unsafe but we will give you 5 solid reasons why your company should consider storing as well as managing the documents digitally.
So, let the convincing begin!
It will save you a lot of space
Storing files in a room takes a lot of space. Even if you start with just a cabinet for official files, the stacks of files will only increase and will take up an entire room before you know it. Expanding or growing as a company is bound to come with tons of more files to store. Companies also have heaps of their own documents.
Storing documents digitally means you get a lot of free space. The documents will be saved on a hard disk or a cloud-based system that can be accessed through computers, something we already have on our desks. All you need to do is invest in a good cloud-based storage system for document storage and your company will be sorted for life quite literally. How great does that sound, right? As for all the physical space you just saved, you can use it for a plethora of things such as an activity room for your employees, expand your own cabin, get another conference room for your office, etc.
It is secure
Storing files in a room or a safe at the office is, without a doubt, risky. The documents contain a lot of confidential information. And you do not want your clients’ or your company’s information to go into the wrong hands. These documents ought to be placed somewhere that cannot be easily accessed by the people.
A document storage service such as a cloud-based system is highly secure in terms of who can have access to it. You decide who you want to share the data files with. You can share certain folders while restricting access for others, you decide. Many companies offering cloud-based systems for document storage offer levels of security to make sure the data is as safe from security breaches as you want it to be. You can choose between numerous safety options.
Digital data storage also has an edge in terms of unforeseen accidents such as accidental fires and other calamities. Such accidents can do considerable damage to your physical records. It is the digital records that remain unharmed under such circumstances. So, digital document storage is technically a win-win for every company as far as security is concerned.
It is sustainable
Physical records or stacks of files mean a lot of paper. With environmentalists stressing over the need to switch towards sustainable practices, many companies have issued statements to reiterate how they are contributing to the cause. People have also started calling out companies that are blatantly wasting resources.
As a company, it is also your social responsibility to adopt sustainability wherever you can. For businesses that are either not causing substantial harm to the environment directly or can only take baby steps towards sustainability. Transforming completely is not possible but going paperless gradually is a good thing, to begin with.
These businesses might think they cannot contribute much but going paperless in terms of document storage and records management can be a huge step. It will set a precedent for other companies to follow as well as instill a desire to gradually move towards conservation of the resources at every level.
It is easy to manage
Document management with physical records is quite a nightmare. Many companies invest in accessories and other storage systems for organizing documents. But we all know the moment work becomes overwhelming it is this document management that suffers the most.
Managing documents is key to a smooth and efficient workflow. Not being able to find the required document does get frustrating.
You do not have to hassle through the files to find what you are looking for with digital documents. Just search the required document and it will hardly take a couple of seconds to get just that for you. Digital documents storage or a cloud-based system allows you to organize your files into folders. This gurantees an even smoother and efficient storage system. The more organized the documents, the higher the efficiency of your work.
Storing your data electronically trumps the physical records in various aspects. It offers hassle-free document storage and management without occupying space in your office. There are numerous options when it comes to storing documents digitally.
Get in touch with Back Office for more details!
Until then, it’s a wrap from us!