Here are myths that can pop up regarding document storage.
Storing your business’s documents can sometimes get pretty confusing. It’s made even more confusing when false information is spread regarding proper document storage techniques. We want to clear up this misinformation so you know how to store your files properly going forward. Here are myths that can pop up regarding document storage.
“Documents That are Stored in Your Office are Completely Secure”
While storing documents in cabinets throughout your business worked well in the past, it’s not considered the safest method in modern times. After all, just about anyone can go into a cabinet or drawer in your business, and find the documents that your business is storing.
For this reason, we recommend investing in a digital document storage system instead. These systems can only be accessed by those who have the necessary credentials. This means that unauthorized personnel won’t be able to get access to documents that they shouldn’t have.
“Documents Need to Be Stored Forever”
While it’s good to hold onto important documents, that doesn’t mean you’ll need to continue holding them forever. In fact, holding them forever is actually a safety risk that raises the chances of identity theft, legal liability, and business fraud. We recommend using the services of a professional document storage company when managing your company’s files. This way, the professionals you hire will know precisely when certain files need to be destroyed.
“It’s Too Hard Storing Your Business’s Files Off-Site”
It may sound simpler to keep all of your business’s files on-site, but this can actually make it harder to keep your files organized, especially as the number of files your business has continues to grow. Instead, we recommend using an off-site document storage facility. This way, your business doesn’t have to allocate valuable space storing company files. Instead, your documents will be managed by a third-party document storage company with their own off-site storage location. Whenever you need certain files, the storage company you hired can have those files delivered to you, which streamlines your document retrieval procedures.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.