Many companies think document storage can cost them a lot. They think that things like scanning, offsite storage, and indexing are all just empty costs but in reality, document storage is a great way to save money. Weíre going to go over some of the benefits of business document storage.
#1. Office space
By storing your documents off-site youíll save a lot of office space since you wonít need to allocate large areas to filing cabinets or archives rooms. Keeping them off-site wonít affect the accessibility of the files as you can request offsite access from your service supplier. Perfect Retention†supplies 24/7 off-site access as a part of all of its service packages.
You can also save space by ordering document scanning services to digitize all your documents. Digitizing documents will save you money when storing your documents as their overall physical size will be greatly reduced. One terabyte of digital storage is equivalent to large mountains of paper copies of your documents.
#2. Higher accessibility
Contrary to popular belief, offsite storage actually makes it easier for you and your employees to access important files and documents. Remote access software will allow anyone with proper permissions to access any file from any computer in your building. This is much more cost-effective than having employees waste time by running back and forth to archive rooms.
We at Perfect Retention even offer shared editing capabilities with our access interface. Multiple people can work on the same document in synergy even if they are cities across from each other. Or superior compression algorithms and high-speed servers allow you to seamless sync between different changes in the same document.
You will also save a lot of man-hours by storing your documents off-site as your employees will have fewer files to manage, destroy, find and transfer. Most document storage facilities also offer records management†services to their client as well as document destruction†services. Check with your storage supplier to see if they offer such services as an add-on to your storage plan.
Your employees will also save time on paper-related tasks such as copying, shipping, and mailing paper copies. Hitting ctrl+v on your keyboard is a lot easier than making a paper copy of your files. Most document storage plans also come with digitizing and scanning add-ons that you can request as either a standalone service or extra service on your existing package.
When it comes time to destroy your documents you can have your document storage provider destroy them off-site as long as they are NAID-certified. Most storage companies are in fact NAID-certified including Perfect Retention. NAID stands for the National Association of Information Destruction which is the association that regulates the disposal of information.
#4. Loss of information
Loss of information can be a nightmare for any company. The lack of essential documents can cripple the day-to-day operations of a business which will cost you in the long run. Documents stored off-site are much safer in comparison to documents that are stored at company offices. Document storage facilities are often climate controlled which will prevent your documents from degrading or being consumed by pests.
Document storage facilities are also equipped with higher security than normal company offices. Here at Perfect Retention, we have covered every inch of our facilities with HD CCTV cameras so any threats to documents can be neutralized. Preserving sensitive documents will save you money in the long run.
Having your documents kept off-site will also protect them from any natural disasters that might occur. Office fires burn millions of documents across the country every year. Tornadoes, hurricanes, and tsunamis soak company information wherever you look. Storing your documents off-site will keep them safe since storage facilities are equipped with industrial safety systems.
#5. Lawsuits and penalties
Being able to easily access documents can be your saving grace in the event of a lawsuit. Having all your information stored offsite at just one click away can supply you with enough evidence to win any company lawsuit. You can also avoid any costly fees and penalties due to violation claims by being capable of proving your innocence with hard evidence.
Youíll also save money when you file cases against other companies. Having your information easily accessible during a case will speed up your victory and save you money on lawyers and processing fees. The longer a case goes on, the more money you end up spending. If the goal of the case is financial gain, then getting it done quick is important to ensure you turn a profit.
Having your documents stored off-site will save you money on buying extra filing cabinets, shredders, and copiers. Every extra piece of equipment you need to buy due to an overflow of paper copies costs you hundreds of dollars and thatís just with the purchase alone, donít forget about how much youíll save on maintenance and repairs by storing your documents off-site.
When you store your document off-site, then it will be the equipment of the service provider in use, not yours. If anything breaks then it isnít your problem. No more filing cabinets? Youíre not paying for them. Having someone else manage your documents will spare you from the common hassles of using your own equipment for filing tasks.
The bottom line
Document storage will save your company thousands of dollars a month. Youíll save on everything from filing to storage to destruction. Gone are the days when you need to do things yourselves, outsourcing is the future and the future is now.
Ready to take the step?
Begin saving money today by ordering document storage services from us here at Perfect Retention. Our customer service team is waiting to hear from you. Give us a call at +1 (718) 963-2000 or schedule a visit at our New Jersey and New York locations.