Today, we’ll compare physical and digital document storage so you can determine what option to use for your business.
Businesses have to manage many different documents every day. To keep these documents organized, you need to have an effective storage system in place. Some businesses may opt to store items physically, such as with drawers and cabinets, while others might choose to use a digital document storage system. Today, we’ll compare physical and digital document storage so you can determine what option to use for your business.
Accessibility of Files
When you store a large number of files, being able to access them right away is crucial. This is what lets your business run as efficiently as possible. Physical document storage can struggle for this reason because, as the number of files you have grows, it becomes more difficult to store everything effectively. Your staff will have to rummage through piles of papers to find which ones are needed, which is highly time-consuming.
Digital document storage is much easier. Your document storage system will let you access files in mere moments. Some systems can even be accessed outside of the office. Even when you have more documents to manage, accessing the ones you need doesn’t become any more challenging.
Security of Files
The security of your company’s files should be a top priority for whatever document storage option you choose. If you’re storing your documents physically, you can get locks for your cabinets that keep unwanted hands off of your confidential files. Unfortunately, there’s still the risk of losing your files due to extreme emergencies, such as fires and flooding.
A digital document storage system doesn’t have this issue. By storing your files virtually, outside conditions can’t affect your files at all. Digital files do come with risks pertaining to hacking, malware, and ransomware, however, so be sure that you consult a dependable document management company for advice on how to assess your risks.
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.