If you are still managing your documents on site, chances are that your filing system is your biggest weakness. From lost documents to the ongoing cost of housing hard copy records (or servers) on site, you are actively risking your data and your peace of mind by not upgrading to an offsite file storage system. Here’s a look at off-site file storage to help you decide if offsite file storage is right for you.
Is off-site file storage right for you?
If you are worried about the transition to offsite document management, there are some transition challenges. But unlike moving directly to the cloud, you won’t find yourself scanning thousands of documents in the effort to move everything to the cloud. That’s one of the benefits of off-site file management as an in between solution. 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.
Ready to go digital?
Obviously, the benefit of digital is in cutting down on the storage space extensive records archives require. It also provides impressive search capabilities and automation opportunities. But as mentioned above, the initial investment is relatively heavy. 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.
Both options come with their own pros and cons, benefits and challenges. For example, 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 more than is worth the cost. 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.
These factors, and many others can all influence whether you have success in your mission to move your file management off-site or to the cloud. To have the best insights into what will and won’t work for your company, connect with the experts at Happy Faces Records Management today.
