Storage
“Less is more.”
- Ludwig Mies van der Rohe
Paper documents need space to live - whether in file cabinets or in piles on
desks and floors. If your company has multiple locations, the paper on one
person's desk is only accessible by the employees in that particular office. And
paper can be easily damaged. Ever spill a cup of coffee on your desk or lose a briefcase?
Those are just two of the dozens of reasons why more and more businesses are
taking steps to better protect and manage their paper.
Managing a mounting expense
It's expensive to store paper. With commercial real estate prices remaining
high in most cities, you can save money by replacing your file rooms and
storage cabinets with a hosted document management system that takes up no space
at all - and that you don't need a costly IT staff to manage.
- Stop paying for off-site storage - typically $100 or more per month
- Eliminate or delay a move to larger office space
- Convert former file rooms into new offices to add staff - and productivity
Improving access to information
When your business processes depend on paper, you lose the ability to quickly retrieve
information - and because documents are often filed in a central location,
it can be challenging at best for several users to find what they need. When you
store records off-site, that access is further limited. But whether a file is active
or closed, if you're storing it in a document management system, any authorized
user can pull it up - even if another employee is also viewing it.
Preserving documents indefinitely
Over time, paper fades and deteriorates. For businesses that are required to store
documents for specific periods of time, this can be a big problem. When you convert
your paper records to a digital image stored in a document management application,
you eliminate the danger of that paper...
- Being removed by employees or auditors and not returned
- Becoming damaged from fires, floods or other incidents
- Accidentally finding its way to the dumpster
- Fading and deteriorating
A Disaster Recovery Success Story: Center
for Clergy Excellence
Other Paper Challenges: Productivity
Other Paper Challenges: Compliance
Read Our Paper Challenges FAQ
How Can We Help With Non-Paper Challenges?