For any growing Yorkshire business there will be a desire to take control of all aspects of document management and storage in order to ensure that the working environment is in full working order. Streamlining daily work processes and putting in place measures to store physical business documents to prevent overcrowding on site will help your company become more efficiently scalable, allowing for sustainable growth and a much more efficient use of company premises and employees. If you allow the storage of paper documents to get out of hand it can stifle a companies growth, clogging up space that could be used to for money-making tasks instead of just storing vast quantities of paper documents relating to your business.
There are a number of reasons why a Yorkshire-based company might decide to look for a local document storage solution. It depends on your business type, your aims and business goals and the immediate necessity in terms of how many physical documents you want to get off site, and within what timeframe. You also have to consider the time it takes to methodically work through your current documents and decide those documents that you wish to retain and send to archive in a secure storage location, and those that can be securely disposed of, usually through a shredding process.
The main reason that a growing Yorkshire business would need to hook up with a professional and secure document storage service in its local area is that it helps to free up much needed space within the working environment. As a business grows, so to does its use of paper, with documents created every day. There is a huge amount of paper waste and documents that require storing, such as marketing and promotional materials, invoices, supplier and employee files and records, client information, including potentially sensitive, personal and financial information. By storing documents at a secure off-site location you can begin to maximise the space available to you, putting staff members and working equipment where once sat a pile of dusty boxes full of old documents.
In terms of maximising the space, moving old physical paper document to storage also gives a business a chance to streamline operations and digitise documents that can be used in a much more efficient and productive way for your employees. When a member of staff requires some information, instead of having to leave his or her desk and trawl through reams of paper and piles of folders, potentially taking up way too much time, a digital copy could be available within a click of your mouse, making the company much more efficient overall and increasing staff and customer morale in the process.
Piles of paper documents in the back room of your office might seem a secure way to keep an eye on important information, but it can in fact cause huge problems down the line in terms of data protection regulations. If you hold information that has to be destroyed within a certain timeframe legally, or could be used for identity fraud if it falls into the wrong hands, why risk anything by keeping it on site? You could potentially lose the documents to theft or accidental damage and be liable legally for the data breach.
Content written by Enid Flynn