Today, there is a huge push to implement online storage of documents that were previously stored as hard copies. If you run a business that has lots of paper documents and you’re interested in transitioning to an electronic format, there are two steps to consider. First you should invest in document scanning solutions to make sure you don’t lose any data from the hard copies. Second, you need to have onsite document shredding. This is important because it keeps personal and business information safe, secure and confidential. When you’re no longer using the archaic system of storing physical files, you’ll be happy to have secure document storage that is searchable and easy to access. If you’re wondering whether you need document scanning solutions, keep reading to learn some benefits of storing your documents on computers.
1. Create a searchable database of important information
It can be hard to locate information if you are trying to search through a large pile of physical documents, and document scanning solutions offers a great alternative by converting all of the most important papers to an electronic format. You can have a searchable database of information that cuts down on the time spent trying to figure things out, so you won’t have to worry about losing any important data.
2. Protect your business’ and your client’s information
Once you make the switch from hard copies to electronic storage, you’ll have tons of papers that you no longer need. The best way to get rid of them is by hiring a document shredding company that can efficiently destroy all personal information that could put your company at risk. Document shredding services can help you get rid of extra documents.
3. Save space
Physical documents take up space, especially if you run an established business that’s been around for a while. You might have an entire room filled with filing cabinets, and when you need to locate a specific file, this can be hard to search through. With all of the money and time you save, in addition to the extra space you have, you might even be able to put the new space to a better use and do some renovation.
4. Have backup files
If hard copies get damaged, like if they get wet or there’s a fire, that information is lost forever and you have absolutely no way of recovering it. This can be detrimental to your business overall and especially to your client base if they are upset that you’ve lost access to important documents and forms. Transitioning to online storage is great because you will always have backup files and there is much less of a chance that you will lose a significant amount of data.
5. Comply with federal guidelines
This is especially pertinent to doctor’s offices and medical establishments that deal with sensitive patient information. Federal guidelines specify that all medical offices have comprehensive data destruction plans, which means not leaving hard copies of patient files around. Storing online is a safe and secure alternative to having physical documents, and with the increasingly strict laws regarding storage of personal information, this is the best way to comply with the guidelines.
Do you work at a business that recently made the transition from hard copy document storage to online document storage? Was the transition difficult or relatively easy? If you have any thoughts or advice, please share your experience by leaving a comment below. For more, read this link.