Document storage is an important aspect of many businesses, and businesses will keep physical copies of their files on-hand for various reasons. Sticking to strictly e-files is simply not a realistic expectation for most facilities. Still, though, there are risks that come with storing physical documents on-site, and we want to review those risks with you today. Here are risks that come with physical document storage in-house.
Files Can Get Damaged
Paper files are flammable, and given how many electrical outlets there are in the average office building, it’s possible that a fire could break out (though safety precautions, like not overloading outlets can minimize this risk). If a fire emergency were to occur, paper documents around your office could be incinerated by the flames, and unless you have electronic copies, those files would be non-recoverable. Having your paper files stored at a separate venue allows you to keep your documents safe even if an emergency situation were to arise.
While physical document storage is still important for businesses, you need to be careful about who sees those documents. You don’t want your confidential information getting into the hands of those who shouldn’t have it. This means you’ll be required to have fairly high-level security measures around your business in order to properly protect your files. You also have to destroy documents appropriately so that the data cannot be recovered by anyone who shouldn’t have the data. If you store documents off-site, then you’ll know that your papers are kept in a safe and secure location at all times.
Performing document storage on-site means that businesses run the risk of misplacing their documents. This can happen if they don’t abide by government-approved document management processes. By trusting a third-party company to store files on your behalf, you’ll have document managing experts in your corner who won’t allow your information to be misplaced. This means you can access crucial information whenever you need it.
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.