Ready to go digital? When evaluating data scanning services, make sure you ask THESE questions

File storage can get expensive, especially for businesses who are working in a space-limited office environment. Finding the best place and organizational system that meets your needs can be a challenge. Are you finding yourself in a situation where the rows of filing cabinets are no longer useful to your business? It might be time to go digital.

If that’s your situation, there are many options available to you. Here are a few questions to ask yourself, your coworkers, and your corporate leadership before you dive into a digital file migration.

Is off-site file storage an option?

Scanning thousands of documents takes time and no small effort to move everything to the cloud. Before you dive in with both feet, ask if your company might benefit from off-site file management in the interim. It can free up some space quickly, while still providing a high level of access to critical records when you need them. Working with a document management company such as Happy Faces Records Management can greatly reduce the burden of maintaining your hard copy documents. The file tracking technologies Happy Faces employs include 2D and 3D barcode file tracking and 24/7 access to customer service through multiple communication channels including phone, email, web, fax, and customized web portal. These services all work seamlessly to provide clients with the convenience and organization they need to stay productive and profitable.

What does digital mean to you?

Obviously, the benefit of digital is in cutting down on the storage space extensive records archives require. They also provide impressive search capabilities and automation opportunities. The question to ask once you are ready to take the plunge is what level of digital file management makes sense for your company. Do you still need the security and control afforded to you in the use of an on-premise server? The benefits of such systems include less space being taken up by file cabinets and archives, and the easy management and searchability of digital files. It’s a nice blend of benefits, without the need to fully invest in cloud storage all at once.

However, if you do not already have the infrastructure necessary to store your files on your own server, then the upfront investment to get your new digital file system can be substantial. Also worth considering is the security of your servers and whether they are protected from hacking, natural disaster, and outright theft. If you’re managing your own servers but are not a digital security expert, chances are you are at greater risk than you’d like to be.

Can you imagine yourself in the cloud?

Many companies are moving their file storage to the cloud simply because it provides such a convenient and cost-effective storage option. You won’t need more than the minimum onsite storage accessories or invest in on-premise servers to meet your file storage needs. Cloud service providers are designing their product with security features built right in, so with an experienced partner like Happy Faces Records Management you can rest assured that your organizational and security needs are being met.

Call us today to learn more about how we can meet your digital file management needs, and remember that asking questions is the best way to learn whether we’re a good fit for you.


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