Best Way of Document Storing
Documents storage means to keep documents safely and systematically for future needs. A business farm has so many documents which they have to keep for longer periods of time. Loss or damage of data generally occurs due to lack of management or document storing space.
To do this they have to take the help of different document storing options.
Why Should Store Documents Safely?
To run a business successfully and legally is a great task. To do that the business owners have to keep the documents of their business deal safely because now different laws are passed which push tremendous pressure on the business owners to keep the documents to prove their business as legal. So, storing documents safely is a legal requirement for a business owner.
What Are The Ways To Keep Documents Safe?
There are mainly three ways to keep documents safely. They are—
It is also called a third party storage system. It may be a great option for the large companies. In this system a storing company will take away the documents and store them safely in their warehouse with proper security. They provide a weekly or monthly pick-up service.
It is the most common but costly document storage option. The business owner himself can keep the documents safely in his office in the filling cabinet. But they have to ensure the security of the documents.
This option is now becoming popular. In this system a database is created where documents are stored in digital format. The documents are achieved when they are required.
Which Document Storing Is Best?
Among these storing systems storing documents digitally is the best way. Storing documents in the paper format is risky. It can be stolen or destroyed at anytime.
Another thing the companies have to consider. The time and money that are wasted for document searching in manual document storing.
Take in consideration, an employee, charges $20 for per hour, spend five minutes to search, locate and retrieve required information from a file. Assume, she works with five files a day. Now think how many hours she has to spend to collect information every year, 108 hours. You have to pay her $2160 just for filling. Can you imagine!
On the other hand, an employee can get information within a minute in a digital storage. It will save both money and time.
Now take decision, which one is better.