Not only will you need to keep your documents safe, you need to keep them organised so that when the time comes that you need one of those documents, you know exactly where to go to retrieve it.
If you in a situation where you just have too many documents to handle, you could consider outsourcing your document storage and record management to a company who specialise not only in storing documents, but keeping those documents organised.
As well as storing and managing your documents, they also ensure your documents are safe and secure. So, let’s look at some of the benefits:
Save you space
If all that was required was a filing cabinet then there would not be a problem. If however you have a build up of documents that just keep growing, then it is likely you already have a number of filing cabinets that are bursting at the seams with documents and you simply do not have the room to put another cabinet in the office.
Outsourcing your document management gives you back your important office space as well as keeps your office looking tidy and removes the necessity of buying more office space.
Using a company to manage your documents not only saves you money when it comes to purchasing more office space, it also safes money on hiring people to file your documents in an organised manner and saves you requiring staff to show you where the documents are when you need them.
Off-site storage companies do it all. They store your documents safely as well as know exactly where your documents are so that when you request them, they are on your desk within a few hours.
Record management and organisation
There is nothing worse than realising you have lost something just when you need it. If you work in a busy office where you have 20 things going on at once, it wouldn’t be surprising to realise that perhaps a document that should have been filed under B ended up in P!
How much time would it take to hunt through all the documents because it was filed in the wrong place?
Off-site companies have a system in place to ensure that all documents are exactly where they are supposed to be. When you request a document, they know exactly where to go to find it and are not left scratching their heads wondering if they filed it in the wrong place.
Anyone who stores information for a certain amount of time are obligated to keep that information secure so it does not fall into the wrong hands.
Many companies are protected with CCTV cameras and ensure their premises are well secure and locked up so that you have the peace of mind in knowing that your important documents are in safe hands rather than being locked up in a filing cabinet that can easily be broken into.
These are just a few benefits of using document storage companies to manage your paper documents as well as keeping them well organised and more importantly, safe.
Article Source: https://EzineArticles.com/expert/Nicola_Bullimore/890
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