Why Document Storage is So Important

A streamlined flow of information is crucial to the productivity and success of a business. As a business grows, so will its paperwork. All of the knowledge accrued over the years, business information, and experience gained is held within these documents and without them, there would be no link from the past to the future. In order for documentation to flow smoothly and efficiently through your office, you need to have a well-designed filing system, and secure, categorised storage for documents that you may need readily on hand at any given time.

Let’s take a look at some of the key reasons why document storage is so important:

Laws

Most businesses operate on a flow of information between themselves and their clients. Because most legal and sensitive documents require a physical copy with signatures and certifications, digitalising your entire document storage system will just not do. When it comes to paperwork, such as legal documents, receipts, payment records and reports, that need to be kept as original hard copies, it is important to keep them stored in a secure environment. So although you can create digital backups of all your documentation, there may be times when you are required, by law, to produce the original copies.

Ease of Access 

A well-categorised, efficient document storage system will positively influence the productivity in your office. The last thing that a business needs is employees spending valuable time sifting through piles of paperwork in search of the right document. A good filing / storage system will have an archiving and indexing system which will make it easy to find what you are looking for, when you are looking for it.

Space 

A good filing system specifically designed for your office space and requirements will not only save you time, but space too! A professional onsite document storage solution will eliminate the need for endless filing cabinets and unmarked documents littered around your offices.

Offsite document storage is also a highly effective way of managing and protecting your documentation. Highly sensitive documents will be much safer in a secure offsite storage vault that has 24 hour security, as well as protection against fire, water, humidity and unauthorised access. When you choose a secure offsite document storage company, such as The Document Warehouse, we will help you to create a thoroughly indexed and archived document management and storage system. Details of each file will be captured onto our system, allowing for accurate monthly reports on all file activity and movements. In addition to this, sensitive documentation can be given restricted access to specified staff members.

It is easy to see the value of both on and offsite storage. If you are looking for an effective document storage system, contact us today.

 

http://