Effective ways to store documents

Yet, there remains one critical issue: document storage.

Despite our knowledge of decluttering and vast knowledge of the digital world, document file storage remains something one leaves at the bottom of the to-do list. 

So yes, it’s 2021, and we have a few tips to help you effectively store your documents. As we head closer to the end of the year, now is the perfect time to get rid of clutter and organise your workspace better.

Why is document archiving important?

When a company’s financial year ends, there is no reason for them to keep confidential documents on hand – instead, this can be stored. Doing so saves you valuable office space, keeps your files organised and easily retrievable, reduce operational costs, and protects you from identity theft.

There are various ways to effectively store your documents and files.

Traditionally

Several companies often work with hundreds of paper files every day. From invoices to employee files, these are documents you may work with frequently that you would also need to be able to retrieve more than once a month or so. When you store your files, you often do so by a filing system. The best way to file is by using a combox, intellifile, or an archive box to keep these documents organised. However, another option would be to look for a confidential storage solution by getting in touch with companies like the Document Warehouse to do them for you. 

Digitally

It is always a good idea to store hard copies online as well so that there is always a backup copy of the file. If the hard copy is no longer necessary, you may always resort to document shredding, as you would have peace of mind that there is a digital storage of that document. One may think that this is admin; however, there are companies that will digitise your documents for you. They will then store it in a digital vault that will protect your documents against theft and environmental damage. You allow who gets access and may be provided with a USB or a password set up by you, providing access to the cloud. 

Scanning

The lifecycle of a document usually starts with creation and ends with destruction. 

In between, you may encounter something called scanning. This is where a paper document gets scanned and stored off-site, and a digital copy is sent to you as and when you need it. Businesses who want the option to store documents online but also be able to retrieve them whenever they like would prefer this option. Find out from your document storage company about whether scanning is built -into the digital document storage package – it usually is

There are several options that will make storing documents work for you and your business. Whichever option you choose, rest assured that it will result in a more streamlined process within your company, reducing stress and improving productivity!