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.