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Listen in! Pick up some expert advice to a reader's question that we selected from CyberSchmooz.

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The Benefits Of Document Management Services

 

You have been on a whirlwind of a journey with your business, what was once a small pop-up shop you thought you could set up anywhere and come and go as you please has turned into a multi-store operation that has you juggling staff, merchandise, and some kind of ‘life.’

We are not complaining about the way things have turned out, but we are starting to feel as if the waves are getting bigger than we can handle if we don’t bring in an extra pair of hands or eyes soon.

There seems to be more paperwork than ever these days, have people not heard about going electronic and saving the environment? Thankfully some businesses are eco-minded and operate, if not completely, electronically or with biodegradable and recyclable products and office stationery.

To sort out the piles of papers, the stacks of boxes that are taking up space, but also increasing the fire hazard risk, you need a storage solution and system that can make things efficient and effective while maintaining control of operations.

The great thing about being organized is that it creates less stress, and this is what everybody needs in their life. To get help with your stockpiles and be on top of the chaos before it overcomes you, take a look at some of the top document storage systems that have assisted brands and businesses to operate to their maximum potentials.

Storage systems not only put each item in their place, but you have the options available to have it all safely in ‘the cloud,’ essentially a virtual filing room, and maintain some physical copies for those of us(like me) who still enjoy seeing information in black and white.

Besides, walking around with a few folders and papers in your hand makes you feel ‘in charge,’ and when people see you they tend to think you have a purpose and on your way to do something great. Little do they know, and do they need to anyway, that you are off to the recycling bin to dispose of this paperwork, but we leave them to their thoughts for now.

 

Why do we need storage systems in a business?

I can completely understand why a firm with teams of employees, each having their records, information, and progress reports would need the ‘racing car’ of an organization system, but for me as an old kindred soul that lives inside me, I enjoy the traditional roller drawers of a filing cabinet.

Yes, it is very ‘old school’ but retro does go in and out of fashion throughout the years, as long as I know where to grab the necessary hanging folders I am happy. If you are like me take a quick look here https://www.pinterest.co.uk/neenerd4/vintage-filing-cabinets/ at some back in the day filing cabinets for a trip down memory lane, who knows you may just see the one you had in the house growing up.

 

 

There are many advantages to having a good and functional system in place, let’s take a look at some of the top comments that came up in conversation when discussing whether or not the investment was worth it.

 

5 Benefits of secure document storage.            

  • Access. You can be anywhere in the world and still have a hand on your company files and private documents, quick login access and it is readily available.  
  • Speed. This was one of the main features that appealed to business owners, not having to wait hours for a file while the staff member digs through boxes and invoices, simply typing the file name into the search box and it pops up, and they can send it as an attachment on an email within minutes.
  • Cost-effective. Not needing storage boxes, shelving to house all the boxes, labels, or simple stationery to categorize the papers can save you a lot of money. Turning digital will save your bank balance and help you to rethink other areas that could benefit from being digital.
  • Accuracy. This is a great time saver too if the wrong file has been brought to the meeting you need to wait for the correct one from the file room. When you have everything electronically put in, typing the name correctly is the most work you’ll need to do to get the job done.
  • Expand. You don’t need to relocate just to have more storage room, you’re business can grow as much as it successfully can, continually adding contracts and new staffing details, and all you need to do(or your employee rather) is input and upload to your virtual storeroom and the job is complete.

Many companies, self-employed personnel, and small boutique shops have enjoyed the efficiency of a well-organized set up. Take that deserved tea break and read this blog for a look at how others perceive having this system in place but not bothered if they didn’t, to those who believe your business must be a well-oiled machine.

 

Features to look for when ‘shopping’ for a document storage system.

The number one priority for all companies is security, keeping private details away from prying eyes, having minimal employees with access to the database, and even then still keep a close watch over them.

Next, we want a program designed to be user-friendly, it may be all good and well having the latest model installed but if it’s overly complicated and tricky to navigate the users will soon become frustrated and end up not using the system at all.

It needs to be well laid out, easily identifiable areas, or ‘zones’ and this way a quick click and you’re a page closer to what you were looking for.

As discussed earlier it should have the option for growth not to limit your capabilities, this way new goals are continuously achievable, long and short term.

Lastly, like with all things in life we want the quality of the product, like my granny always used to say, ‘it’s better to have little of a great thing than a lot of a good thing.’

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