Why is it important to keep information stored in a secure environment rather than stored in stacked up boxes in the office which gathers dust and takes up valuable space?

More often than not, document storage and records management is at the bottom of the pile when it comes to priority. Businesses have alot more to think about on a day to day basis rather than worrying about where they are going to keep their documents.

However, leaving document storage as an afterthought could create more problems than anyone would initially anticipate.

Everyone thinks document filing is a boring job. There are better things we could be getting on with rather than dealing with the pile of documents that have accumulated on your desk. As well as this, how many times have you gone to the get a document and found that it is not where it is supposed to be?

Documents beginning with the letter A have somehow ended up in the letter P pile, what should have taken a few minutes to retrieve a document ended up talking half an hour. Then we go back to our desks frustrated that someone filed documents in the wrong place and just wasted half an hour of your day.

What is worse is that the more documents that are created in the office means more storage space is required. It isn’t long before you are stuffing documents in tight places which probably cause damage to the documents itself. Paper gets torn, documents have to re-done, and the cost of storage is increasing as well as the files that are needed to keep the documents in.

For a large busy company, storing information in the office could prove to be more of a nightmare than the initial thought that it isn’t much of a priority to give much thought as to what to do with documents that need to be stored for business purposes.

Smaller companies who do not have so much information to store possibly do not have to worry so much about where to store all of their information. A filing cabinet or two is simply enough. However, for mid to large companies, an alternative option would be better suited.

There are companies who specialise in Records management and document storage as well as the destruction of documents when they are no longer required.

The great thing about outsourcing records management is that for the larger companies who accumulate alot of information that needs to be kept on record, is that by using an offsite company, you could be saving yourself alot of cost, not only financial cost, but also the valuable cost of time to employees who have the task of filing information in the correct order so that it can be easily accessed right at the moment they require it.

An offsite records management company will also ensure that your documents are not all crammed up in one place which can cause damage to your files. Instead, they keep your files organised and clean so that no damage is caused.

Any offsite document storage company will also have security in place to ensure your documents are kept safe. These companies deal with all kinds of information, so they take their responsibly serious when it comes to keeping information safe so they cannot be accessed by anyone unless they are authorised by the company to which the information belongs.

So if you are noticing more paperwork and documents spread around the office that is getting out of hand, consider the benefits of using an offsite company to manage your documents and storage requirements.