You’re catching up with old friends and you have memories to share – do you print out some photos? Put together a brag book? Maybe you’ll just bring the iPad along!
You’re going on holiday! Do you take a couple of paperbacks to flip through on the beach? Wind through your hair, wind flipping those pages for you… or do you take the ever-reliable Kindle? It’s a lot lighter, sure, but some of us like the effort of a true page-turner.
It’s a constant struggle between digital and paper. Sometimes it’s practical, sometimes preference, sometimes it’s nostalgia and sometimes it’s necessity.
When it comes to managing large volumes of data, digitisation is the order of the day. Digitisation of data in your office ensures that your office is de-cluttered, your files are better organised and therefore more easily accessible. However, certain data needs to be maintained on paper. So, what do you do with all your paper data? Let’s look a little deeper.
How will Digitisation help you?
Digitisation = efficiency. How, you may ask? Let me count the ways:
- When files are digitised, paper bulk decreases freeing up valuable storage space.
- Digitised documents are much easier to back-up – you can prepare for any unfortunate accidental data-deletion.
- Digitised documents become more accessible especially to workers in remote locations which saves the cost and time of document movement.
- Digitised records significantly decrease the risk of misfiling, data theft and security breaches – it’s no longer a matter of a piece of paper here or there getting misplaced, taken, misfiled or lost.
- Paper is quite easily destroyed. When documents are old and already quite delicate, accidental damage due to environmental factors is a real and present danger.
- When scanning, imaging and digitisation are carried out by a certified professional firm, you can be sure that your program will stay compliant, decreasing litigation risks.
- “Secure shredding” of digital paper is much less time consuming, and much easier than shredding huge bales of paper.
As mentioned earlier, however, it’s often the case that certain documents are required to be maintained as hard-copies. Whatever advantages digitisation offered you at the start, they’re no longer applicable to these documents.
- They will continue to add to the bulk at your office.
- They can be potential starting points for data loss and data theft.
- They will be difficult to sort through.
- They will be difficult to maintain – as they are paper and therefore very tempting to turn in to paper-planes.
- Staying compliant as well as keeping proper track of back-ups and shredding schedules will become quite a hassle!
Yikes! What a paper nightmare!
Is there an answer to your problems then? Is there a way around this problem posed by documents that need to be maintained on paper? Surely we wouldn’t bring you this far just to say ‘no’!
The answer to the problem: Off-site Storage
In our search for a solution to this complex problem, one obvious answer emerges: store your essential paper records and documents off-site.
Off-site document storage – when done the right way and in collaboration with the right sort of professionals – presents these advantages:
- The documents aren’t on your premises, so you’ll have more space.
- A proper outsource partner ensures a secure chain of custody that keeps track of the data at every point. This minimises the chance of lost or stolen data.
- A certified out-source partner ensures the entire system stays compliant.
- While the hard copies are maintained elsewhere, having digitised versions of the data ensures that you retain ease of access. When the hard copies are needed, they can quite easily be accessed through your storage partner.
- When paper records are stored offsite, it reduces the chance of accidental destruction of data due to human error or natural disasters. Which can be on par, as far as tragedies go.
- Integrating off-site storage of hard copy documents with a day-forward digital approach, you can convert legacy documents on demand, instead of through a costly back scan project.
So, when you combine the two – off-site storage AND digitisation, you have a hybrid document management system, which ensures that your business has:
- Space saving
- Easier archives and back-ups
The move to a hybrid system is a customised solution to your problem. What more could you want?
Your problem with maintaining paper records and going digital simultaneously seems to be solved. But! The solution is only complete when you can find yourself a reliable partner who will tackle both kinds of document management. That way the entire procedure will work out to be more cost-efficient and prove to be less of a hassle. So, research the outsource partner first and then entrust your records management to the best-suited candidate.
Or take our word for it! The best outsource partner option for your organisation is ZircoDATA. ZircoDATA is more than willing and equipped to take on a hybrid document management solution for your organisation today. To get in touch you can email firstname.lastname@example.org call 13 ZIRCO or follow the link.