Can Secure Document Storage Help Your Business?

Nothing is more frustrating for a business owner than knowing that your company lost an important document, or that is was misfiled and just can’t seem to be located. On-site paper filing systems are extremely prone to this type of disorganisation, causing your business to lose important paperwork and, thus, requiring your employees to waste precious time searching

If you find that your current secure document storage system is hindering your business’s ability to operate smoothly and effectively, you may be using an outdated filing system.

Document storage services like OH Archival, give you the peace of mind knowing that your important files are securely stored for easy location and access. Not only will off-site document storage allow your business to free up valuable office space, but with technological advancements to document management, you can now scan your files to create digital copies that are readily available through an online database, and backed up in cloud storage for extra security.

If you are considering upgrading your business with a secure document storage solution, read on to learn about some of the basics of how document management can benefit the typical business.

Location, Location, Location!

If your office space is overcrowded with filing cabinets and paper clutter, moving your important documents to an offsite location will not only improve your business’s environment, and your employee’s working conditions, but it will also prevent important files from getting lost, misplaced, or damaged. With OH Archival’s off-site storage solution, your files will be securely stored and available for fast delivery whenever they are needed.

In addition to securely storing your documents in an off-site location, advancements in technology now allow business owners to benefit from document scanning services for truly modernised security and fast accessibility.

Studies show that the average employee working on a paper system spends 50% of their time searching for a document, compared to only 15% reading it. Upgrading your business with a document scanner will significantly cut down search time, for faster and more efficient daily operations.

Document scanners allow you to save all your business’s important files and organise them in a user-friendly manner for easy online access. Next time a customer comes in asking for a copy of some paperwork they filled out last year, don’t force your employees to scramble and sort through unorganised cabinets. With a document scanner, they can quickly locate and print copies of digital files for smooth and professional operations that will keep both your employees and your customers happy.

The easy organisation achievable with a document scanner, make it so that your business will never misplace a document again.

Document Security

Whether you own a law practice or a coffee shop, all business owners have certain documents that they need to keep secure. Losing an important file, or risking a privacy/security breach due to disorganisation, can significantly damage your business’s reputation, and possibly cause negative financial repercussions. For this reason, it is important to store your most valuable files in a secure archive that is safe from damage, theft, and misplacement.

OH Archival’s secure document storage and scanning solutions provide just that, allowing you to store your paper files in a top security environment, and protect your digital files in our information system that is ISO 27001 accredited for its industry-standard hardware security.

Investing in this modern solution ensures that not only are your papers safely stored, but your important information is also backed up to a secured digital cloud that is accessible by authorised users from a variety of mobile devices.

In the case of an unfortunate emergency, such as a fire or flood, the last thing you want to be worrying about is the information loss that you would experience from an on-site paper filing system. Even without an emergency, paper documents often experience daily wear and tear, sometimes rendering them obsolete. By utilising off-site storage, on the other hand, your files will be safe from all these hazards, in addition to the risk of them getting lost or stolen. 

Document Disposal

While some documents need to be securely archived for the lifetime of your business, other files may reach their end of life disposal. Working with an on-site paper system can cause your business’s office space to become overly cluttered as paperwork and documents that are no longer needed add up over time. By investing in a document management solution, on the other hand, you can free up your office space and dispose of documents in a secure and systematic manner. Getting rid of unneeded documents on a digital system, for example, makes the process as easy and confidential as possible, and you will even receive a certificate of disposal for confirmation.

Investing in secure document storage and scanning allows you to modernise and optimise your business’s daily operations, by cutting down on document searching time, ensuring that your important files are safely secured, and allow you to confidentially dispose of files when they are no longer needed. 

Have you had issues?

Have you, or your business been affected by any issues mentioned in this post? If so, feel free to leave a comment below.

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