When assessing the different options, you may find yourself asking the following questions:-
- What type of storage system do I need, physical, digital or both?
- How long do I need to retain my documents for?
- How do I index my information efficiently?
- Is my information secure?
- How do I control access to confidential information?
There are a range of document storage solutions to help protect and backup essential business information, as well as save staff time and reduce costs. Including:-
Cloud Document Management
A cloud document management system provides a central location to host and access to documents quickly. Scanning live records into the cloud, such as invoices, current employee files and business templates, allows staff to retrieve information at the touch of a button, in or out of the office.
Digital indexing is a far more effective way of ensuring documents are located easily. Metadata can be assigned to ensure documents are classified by type, file name and description.
Workflow enables documents to be routed to other members of staff for approval, query or reject, without delay.
Records are backed up and protected, with access restricted by user type to ensure information is only accessible to those intended.
Offsite Archive Storage
A large amount of the paperwork in your office may be made up of dormant files, for example HR records from staff that have left or expired contracts that need retaining for certain periods of time.
An offsite document storage solution should be considered to free up vital office space and protect information that is no longer in use. Premises have the latest security, fire and flood systems in place that offices may not guarantee, to ensure that records are protected to the highest standards.
Destruction dates can be managed to ensure information is flagged nearing the end of its retention period and compliantly destroyed of following approval.
A scan on demand service also allows files to be returned electronically quickly as and when required.
Determining which solution best suits the needs of your business is dependent on many factors, including document type, lifecycle and content. Seeking advice from your legal representative in regards to retention periods is always advised.