If your business relies on paper records, you know how time-consuming and costly it is to store, retrieve and protect your documents. Here are several ways to improve security and save money in your document-intensive business.
Purge the Paper You Don’t Need
Maintaining expired paperwork and duplicate documents expands your overhead costs and increases privacy breach risks for your organization. According to the Paperless Project, a four-drawer file cabinet consumes up to nine square feet of floor space, costing up to $1,500 per year. And the more sensitive papers and confidential documents you keep onsite, the greater the chances of your client and employee information being compromised.
A one-time document purge service offers a convenient and cost-effective solution for purging the paper you don’t need. Professional shredding and destruction technicians deliver free, secure shredding consoles to your facility and place them in strategic locations around your office. Your employees can quickly slip unneeded documents into any of these conveniently-placed containers.
When the consoles are full, you have two options:
1. Your documents can be destroyed at your facility with a mobile shredding vehicle.
2. They can be shredded off-site at a shredding plant.
Both options offer a Certificate of Destruction for your records.
Destroying unwanted documents creates revenue-generating office space and safeguards your business from identity theft and business fraud.
Store Archival and Vital Business Files Offsite
After purging the paper you don’t need, the only documents left over in your office should be:
- Permanent business documents
- Vital records
- Active files
You can save even more office space while protecting your information from disasters and unauthorized access by using a records storage service to store your vital records and permanent business documents offsite. Each file is transferred to a commercial records centre which is designed exclusively for the security and physical protection of paper records. Professional records technicians track your inventory and handle your document retrievals and returns, thereby streamlining your file administration costs.
Scan Your Active Files
Even after purging excess documents and storing your archival and vital records offsite, you may still have a large amount of active files left in your office. A professional scanning and e-document creation service provides your business with an end-point solution for converting them to easily-managed and stored digital files. Screened scanning technicians handle each step of the imaging and conversion process for you, including:
- Project set-up
- Pre-scan file preparation
- High-speed scanning
- Quality control
- Document indexing and coding
- Text and image publishing
Your digital files are then stored in an online document management application for secure and efficient access and distribution. Scanning your active files eliminates your paper storage costs and greatly increases the security of your information when compared to storing paper files in your office.
In a document-intensive organization, a secure and affordable workflow supports all business goals. Use the strategies we’ve provided here to reduce your office storage costs and protect the privacy of your documents.
FileBank Records Centre offers records and information management solutions to businesses throughout Canada. For more information about our services, please contact us by phone or complete the form on this page.