It may seem like document and record storage can be expensive, but in reality, you could save your business a lot of money in the long run. Document and records storage offers you a plethora of benefits in security and regulation compliance, and is also incredibly cost-effective too. Here’s why!
It saves office space
Storing your documents off-site allows you to save a lot of money on office space, as you won’t have to take up valuable space in order to securely store your documents. You can still access your documents if you store them off-site, and you can also look into digital storage if you want to save even more space. This means that you don’t need to spend extra money on renting out physical office space.
It gives you enhanced accessibility
Most document storage facilities come with remote access software that allows you to access any file from any computer on your premises. This saves your employees time, as they no longer have to retrieve documents from archive rooms, and therefore they have more time to work productively and generate revenue. Most records storage companies will offer high-speed servers that automatically update your documents when changes are made, allowing employees from different locations to work on the same document and display updates seamlessly.
Your employees’ time is better spent
I’m sure you’d prefer to have your employees doing important business tasks rather than running around looking for documents all day. Ensuring that your employees have access to the records they need allows them to maximize their time and remain productive throughout the day – that’s what you’re paying them for, after all!
Document digitizing services also save your employees countless hours that would’ve otherwise been wasted on printing, photocopying, scanning, and much more. It goes without saying that a few mouse clicks and/or keystrokes are a lot quicker than standing around a photocopier and trying to remember how to use it! This also inevitably reduces your costs for office equipment such as scanners and printers, which will be used much less and thus require less maintenance and upkeep.
You don’t lose valuable information
Losing crucial data and records can be a nightmare for any company, especially if they relate to your finances. Losing important records could cost you a lot of money in the long run, and document storage facilities offer state-of-the-art protection from criminals, natural disasters, pests, fires, and much more. The 24/7 surveillance offered by storage facilities allows you to visually track your important documents whenever you see fit.
You can avoid lawsuits and penalties
If you’re unlucky enough to find yourself in a troublesome legal situation, documents that are backed up offsite can be a real lifesaver. Securely-stored documents allow you to prove your innocence in times of crisis, and the security offered by document storage companies can demonstrate your records’ authenticity. It goes without saying that legal fees can skyrocket as a case drags on, so being able to quickly dispel any doubt about your records could save your business a lot of money very easily.
