Communication is a vitally important aspect of every business. Fortunately, with the continual advancement of modern technology, communication is possible via an ever-changing array of amazing formats, from video conferences to instant messaging. Certain forms of communication, however, still require good old-fashioned document storage. Because paper documents can contain critically important, sensitive and sometimes ‘secret’ company information, it is crucial to keep these documents safe.
During the lifetime of an organisation, an incredible amount of paper documentation is accumulated, with pages often running into the tens of thousands. Documents such as agreements, accounts, invoices, customer data, important correspondence and confidential employee information often require several copies for filing.
The storage of paper documentation can carry significant risks and can pose serious consequences in terms of your organisation’s business security. A convenient way to keep your business records stored securely is by changing your conventional document system to a digital document management system.
Here are some important reasons why you should seriously consider this storage option:
Back-up and retrieval is easy and secure
Of course, backup and storage of documents electronically may also be sensitive to destruction. The great thing about digital document management systems is that information can easily be backed up online, and there are various methods and applications for this purpose, such as cloud computing. As soon as your IT and computer system is backed up and running, all your important documents can easily be retrieved again with just a couple of clicks of your mouse. There are many online backup options available. These are a far better and more cost-effective solution than having to rebuild your original document archive from scratch.
Business continuity is easily maintained
By using a digital document management system and making back-ups online, critical company information can very quickly be retrieved whenever necessary, allowing your business to get back on track in the shortest possible time, ultimately saving you time and money. This will cement your professional image with your clients, suppliers, business partners and your employees.
Your documents will be protected from damage
Unfortunately, paper does not withstand the test of time very well as it is vulnerable to damage from frequent handling and it is sensitive to moisture, fire, staining as well as loss. Offsite document storage companies offer highly specialised facilities, providing optimal temperature and moisture content conditions. Implementing a digital document storage system will ensure that all your company documentation is virtually indestructible, provided you have also made backups, preferably via cloud computing.
Make sure you keep your business up-to-date by using a professional document management company.