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 are 5 benefits to storing your records offsite that you may not have considered to date.
More Storage Space
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.
File Tracking and Access
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.
The Convenience of Digital
Obviously, the benefit of digital records keeping is chiefly 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.
A Balanced Return on Investment
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.
Peace of Mind
The security factors involved in moving your documents to an off-site storage strategy are one of the most important benefits of working with a company like Happy Faces Records Management. Our hard copy storage environments provide state of the art security against theft, fire damage, smoke damage, or simply the risk of lost data due to poor organization or accidental destruction of critical documentation. By working with us, the biggest benefit you will earn from moving your documents off-site is simple peace of mind.
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.
