Even though companies are being encouraged to store their files electronically, some organizations still prefer archiving individual vital paper records.
Many organizations retain paper-based files because they prefer it and because sometimes it is a legal requirement. Some documents require being kept as a hard-copy for a certain amount of time. These types of documents include patient records, accident reports, and occupational health records
However, it can be problematic to store a large number of documents onsite. It can significantly decrease the amount of office space and your company may not have adequate security measures to ensure the confidential materials are protected and kept safe. Offsite storage services provide a more secure storage facility for relevant records and documents. Here are some of the reasons why you should be storing your company documents offsite:
1 – Space
Even if you have a specific warehouse or filing cabinets, storing documents onsite can use up a large amount of space. Utilizing a secure archive facility can save you a lot of space in your office premises, ensuring the work environment is less cluttered.
2 – Security
It can be a considerable risk to store your company’s documents and records onsite. It makes them susceptible to getting stolen, lost, or damaged.
There is a chance of confidential financial information falling into the wrong hands if stored onsite. When it comes to finances, security is just as important as confidentiality. For this reason, it is good to use offsite bookkeeping to make sure your data is safe. The payroll is not only on time but also completely confidential.
Specialized storage services can ensure that your essential records and sensitive files protect against incidental and natural disasters.
An off-storage is protected by the most up-to-date security and technology, generally with 24/7 CCTV cameras monitoring everything, an entry that requires a biometric fingerprint, and a building surrounded by a safe perimeter fence.
3 – Cost
Storing documents onsite comes with a hidden cost. Though you will not have to pay an invoice every month, it is easy to fool yourself into believing that storing your file onsite does not cost you anything. However, you will be required to pay rent for space to store the files in your office. You will pay employees to search for the documents when you need them. Having unnecessary, old files around means, they will spend more time searching for the relevant material.
You will also have to pay for equipment used for the storage of the files. They can break sometimes, and you will face additional costs when the time comes to replace them. Moreover, unless you have a way of determining and destroying documents that you don’t need anymore, the buildup of unnecessary files will also increase your costs further.
Storing files offsite is simpler. You will receive a fixed monthly invoice every month for the organization’s files stored offsite. When you need a file, you can request it using an online system and receive it within a few hours.
You can also examine every cost associated with the offsite storage and adjust the services accordingly.
4 – Improved Employee Efficiency and Workflow
It can take a lot of time to file, sort, and locate documents, which wastes the time and money of your company. You will be required to employ additional staff to search through the records and documents.
Storing your documents offsite will benefit your company as your staff can focus on their actual job rather than spending their time looking through and filing papers. The majority of the offsite storage services scan and send the documents you require digitally generally within a few hours, this can save your employees a significant amount of time. Moreover, sharing your files online is more convenient and straightforward and ultimately improves the workflow.
5 – Archive Management
It can be a hassle to search for your files, but trying to identify and manage the documents you have can also be frustrating.
The majority of offsite storage services offer an online archive management system that enables customers who opt for archive storing to manage the lifecycle of their documents. They can request a physical file, arrange deliveries and collections to archive additional documents and get the materials they do not need any more destroyed. This connection means that you will always be the one in control of your documents.
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