When it comes to maximising the security of data in your office space, digitising your documents is one of the easiest ways to ensure all bases are covered.
If you haven’t yet considered making the transition to a digital documentation process then here are five reasons why you should:
- Security
Documents on file will usually contain sensitive information that needs to be stored safely away with restricted access. Digitising your documents means you can limit who can see them, make changes and even destroy them while keeping the originals stored off site in a secure storage unit.
- More office space
Once those bulky filing cabinets have been removed you can enjoy all that new office space and we think a great way to take advantage is to encourage your employees to get up and away from their desks to avoid what many medical experts describe as sitting disease.
Sitting for eight hours a day is now considered detrimental to our health and even if we exercise for the recommended amount each day we are not helping ourselves. Look into standing desks that allow people to stand and work but also sit down periodically to reduce the risk of heart disease, high blood pressure and obesity.
- Ease of access 24/7
When considering digital document storage solutions consider a company that allows you complete ease of access to your papers online, 24/7. Kelly’s Document Scanning is a good example of such a service, the company will scan your documents into an online management system which you can then log into and use wherever you are in the world, at any time of the day. This means not only are the physical documents stored securely, there’s no toing-and-froing when it comes to accessing them in the future.
Alternatively if you are managing your digitisation yourself then choose a service such as Google Drive to load everything on to and access that way. You have complete control and can share certain files with other people as well as restrict access on top of enjoying 15GB of online storage immediately.
- Destruction of documents
All documentation has a use-by date and after a certain period of time, sensitive information must be destroyed. If you opt for a secure data storage facility you can set times on when to have documents shredded, which saves you time, effort and worry.
- Retrieval and collection
Okay, going digital is great but who’s going to lug all that paperwork to its new safe place? (No, that’s not what the intern is for.) Speak to a document storage company about collection and transportation of your documents, many offer a free retrieval service that you can take advantage of.
It’s time to go digital to ensure you have maximum control and security over important information as well as enjoying the ease of access (and all that extra office space) that comes with it.
About the Author:
Debbie Fletcher is an enthusiastic, experienced writer who has written for a range of different magazines and news publications over the years.
