We find that physical document storage comes with various problems, and we want to review them with you today.
Managing a company’s information is a stressful task. After all, you’re responsible for keeping all sorts of sensitive information from falling into the wrong hands. When managing company files, there are two routes you can take: storing files physically, or storing them digitally. We find that physical document storage comes with various problems, and we want to review them with you today.
Files Can Deteriorate Over Time
A problem with physical document storage is that files deteriorate over time. You can’t just put files away in cabinets and call it a day because those files will get worn out. Once the files are damaged enough, the information on those files might be lost. Making digital copies of these files is needed for long-term preservation of information.
Physical Documents are Easier to Lose
When you manage physical documents, they are handled by a lot of different people. This opens you up to human error when managing these files. As such, it’s easier for files to become lost and disorganized. Digital files are kept in an online system that’s highly organized, and this makes it much easier to keep track of all of the documents you have.
Files are Prone to Disasters
When you rely on physical document storage, it makes your business susceptible to disasters such as fires and floods. Without digital backups of these files, such disasters could cause you to lose files forever. Not only is this very bad for your company’s reputation, but there can also be legal consequences that come from losing people’s documents.
It’s Harder to Find Files
Physical document storage is more time-consuming than digital document storage. This is because finding physical papers tends to take more time. After all, you have to sift through all sorts of paper to get to the files you need. When your files are digital, accessing company files is a lot quicker. This allows your business to operate more efficiently.
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.