Those same paper documents create another problem – they take up a lot of space. Making your overworked bookkeeper share a cubicle with a wall of boxes is just not cool. The good news is there is a solution to the time and space issues onsite document management creates – move your records offsite. It seems so simple and so obvious. Yet many businesses drag their feet on making the commitment. Some persistent myths – which we’re about to explode – are behind the inaction.
If you’re hesitant about moving your documents offsite but know that you should, let’s get you over the hump. After debunking a few myths about documents and document management, we’ll wrap up with a look at the top three benefits of offsite document storage.
Access Myth
When asked why files and records need to be onsite, most business owners say it’s because the need to have ready and regular access to them. Turns out, research has shown that nearly all the stored boxes companies have are never touched. Let that sink in. You’ve been holding onto boxes of documents you probably haven’t looked at, maybe in years, and probably won’t, ever.
But let’s say you do need to go looking for a document. In a perfect world, retrieving that record would be quick and easy. More likely than not, however, you might spend a ridiculous amount of time searching because of lost, misplaced, and misfiled documents. Searching for a file about Santa? Look under the Ss, right? Not so fast. The person who did the filing put it under J for Jolly Old Elf!
Security Myth
A popular line of thinking has it that onsite document storage offers the best safety and security. But nothing could be further from the truth. Fire, floods, even faulty sprinkler systems have ruined onsite documents of many businesses who were lulled into a false sense of protection. And then there’s the issue of one of your own employees pilfering critical information.
Top 3 Benefits of Secure Offsite Document Storage
We just busted a few myths, so let’s get to the best part: a look at the three very real ways offsite record storage improves office morale and your bottom line.
1) Frees Up Office Space – This one checks both boxes. Remember our bookkeeper surrounded by boxes? Yeah, they’ll be really happy to have space for a plant or two. You’ll be happy, too. Office space is expensive! Freeing up working space so you don’t need to rent more is a real compelling reason to get those storage boxes out of your office.
2) Faster Document Retrieval – The company you choose to store your documents will need to organize and index your files so they can retrieve files when needed. Their system makes it easier for you, too. It’s also possible that they offer a la carte scanning services. Only scanning the documents you need to access often saves a bundle over scanning EVERY piece of paper. Here’s another morale booster. Digitalization transforms finding a document from a soul-sucking search through file after file, box after box, to a quick and easy process. Just a few clicks in a search bar, and booyah. Digital for the win!
3) Protection from Physical Damage – Because they’re responsible for safeguarding not only your vital records, but also those of other businesses, records management services offer amazing, state-of-the-art security and surveillance equipment.
Ready to Make the Move?
Talk to Higher Information Group about our secure document storage services. We’ll be glad to answer all your questions, and when you’re ready, provide a quote. We think you’ll be pleasantly surprised at how affordable offsite document storage can be. Call or email us for an appointment today.
