Tuesday 14 February 2017

January/February to-do: Move Boxes of Files

Posted by at 12:19 PM

There is a better way. 

If your business relies on paper documents part of your January/February routine may be moving some of your 2016 paper files into your semi-active storage area and then moving your oldest semi-active paper files to your archive storage.  What is that really costing your company?

  • Do you pay for off-site storage to house paper files?
  • What space in your facilities are you giving up to accommodate file storage?
  • How long does it take your employees to find paper documents – going from what can be three different areas (current files, semi-active storage, and archive storage)?

There is a better way – Scanning your documents into digital files. 

Digital files make your documents available to your employees at their desks.  Businesses that have moved to digital files are enjoying many benefits:

  • Improve efficiency – employees retrieve documents quickly and easily online without leaving their desk instead of walking to file cabinets and searching for paper files.
  • Increase office space – reuse space that houses filing cabinets.
  • Reduce/eliminate offsite storage costs.
  • Eliminate risk of lost or misfiled paper files.
  • Disaster recovery – protect your paper from fire, floods, or other disasters.
  • Document longevity – protect your archive from natural degradation.
  • Legally admissible – scanned documents comply with electronic evidence legislation.
  • Flexibility – incorporate archives into new or existing Document Management systems.
  • Reduce paper duplication – no longer need to pull files and copy originals. If you need paper copies, print them from electronic files.
  • Reduce carbon footprint – by having documents securely shredded and recycled.