Although this is undoubtedly a digital world, the savviest businesses know that it’s best to pair old-fashioned paper methods with modern innovations. Doing all of your record keeping with hardcopy files can take up so much space, and for companies that are keeping up with the fast-paced world of business, spending time organising and searching through documents is, well, just not worth the time. However, with modern document storage services, businesses can look towards the future while saving time, space, and money.
The most effective document storage services save people and businesses a great deal of time. Research has shown that in the amount of time spent with a document, employees spend 15% of their time actually reading the document and 50% of their time looking for it later. That’s a lot of time! And those numbers only pertain to documents that have been correctly filed. With 7% of documents lost, and 3% being misfiled, the amount of time spent searching for a document is astronomical.
Even a small company will find that with each passing year, the rows of filing cabinets and piles of office document boxes will begin to stack up, creating more clutter and adding on to the amount of time a person has to spend looking for a file.
For the larger corporations, like some of the ones we work with, which have documents from decades of business, it might take entire days just to locate the filing cabinet where the needed document is stored.
Document storage saves people and businesses time by implementing an efficient system of storage and organisation. It allows employers to stop wasting time looking for documents themselves or explaining to administrative assistants where the needed file might be located and how to find it. Employees can spend less time searching through dusty boxes, and skimming files for the correct document, or searching for a lost or misfiled document.
Document storage reduces the amount of time spent searching for a document, freeing up time for both employers and employees to do their actual work.
Space is another issue for businesses of any size. Nothing quite ruins the office décor like a stack of file boxes shoved into a corner, and for businesses with important clients or walk-in customers, the visual impact of the office space is important. A disorganised office gives off the impression that the company’s business conduct might be just as scattered.
Document storage services enables companies to frees up space and improve the overall appearance of the office, thereby improving the overall impression that the business makes on customers.
Even establishments with storage rooms eventually will find that space is limited without a document storage service. Of course, there are alternatives, such as reducing the number of private offices and re-allocating those spaces for storage, or storing filing cabinets and boxes in employee offices and cubicles. But these temporary solutions are akin to putting a band-aid over a gaping wound, not to mention that they are unsatisfactory solutions that inconvenience employees.
In addition, it is dangerous to stash documents containing sensitive and high-security information in areas without adequate measures that protect confidentiality. Another option is to rotate out the oldest documents and shred them, but this ultimately takes up more employee time and decreases productivity. However, with the proper document storage system, it is possible to save space, keep up the company reputation, and protect confidential information.
Readers may be surprised to hear that by opting for document storage services, business actually can save money. In terms of employee wages, the more time an employee spends looking for a document, the more time that is being wasted on paying the employee to search, time that could be better utilised paying the employee to do the work she or he actually was hired to do.
The amount of space that can be saved with document storage is another money-saver. Instead of devoting entire rooms in an office building, which can end up being quite costly for buildings with high lease payments, a business can better allocate its expenditures with a document storage service, which ends up being much more affordable.
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