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Why You Should Use Document Storage to Save Your Business Money

 

Businesses are always looking for ways to save money in a bid to maximise profits and utilising the services of document management companies is a great way of achieving this. Storing your documents professionally won’t just save you money – it will ensure that you’re in line with new regulations, de-clutter your office space and minimise the risk of data loss.

Companies that work on a business-to-client basis can often end up acquiring a significant amount of sensitive data in the form of paper documents that end up cluttering precious office space and it can be difficult to store such data onsite. That is where document storage services can help – most professionals within the industry offer an inexpensive solution to document storage where your documents can be stored in flame retardant boxes, monitored by CCTV and filed using a comprehensive bar-coding system.

A cost-effective, time-saving solution

Many businesses choose to store paper documents onsite however this can have costly implications. It can be difficult to locate one single document among a mass of other documents, it is quite literally like looking for a needle in a haystack, or looking for a needle in a huge pile of other needles. Trying to find certain documents can become time consuming and members of staff can end up wasting their time rather than fulfilling their job roles. Some businesses may choose to employ a member of staff that is solely in charge of organising and navigating data within the workplace, yet this could leave a burning whole in your wallet and could consequently impact your business’ budget and profit margins. Document management companies offer a cost-effective, time-saving solution to document storage and as a result your business can benefit from a well-organised working environment that operates efficiently.

In line with the law

Since the updated General Data Protection Regulation (GDPR) came into force earlier this year, businesses across the UK have started to place an importance on the proper storage and management of records that contain sensitive information in order to comply with the law. For those who aren’t experts in the field, it can become confusing when managing data as to what documents can be stored, shared and destroyed. By employing the services of an external document storage company, you can relieve the pressures associated with proper lawful document management and you can have complete peace of mind knowing that these companies have measures in place to ensure that they fully comply with rules and regulations. By utilising the services of a professional document shredding and management company, you cannot be penalised for the improper management of data and as a result you avoid any nasty fines or penalties.

Minimising risks

It is important for any business that documents containing sensitive information are kept in a safe location. Document management companies use the best facilities and latest technologies to ensure that your data is kept safe at all times. Typically, a professional storage company will pick up your documents and transport them to their CCTV monitored base using a tracked vehicle. Documents are stored in flame retardant boxes to protect against damage and the comprehensive storage and tracking system ensures that your documents won’t get lost or stolen. Some businesses prefer to store documents on site for convenience, however utilising the services of a document management company to store back-up data will guarantee maximum protection and safety.

It is essential for any business that acquires a large amount of private data to store such information in a proper and lawful way and using document storage services is the cheapest and safest way of doing so.

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