When it comes to storing documents in the modern world, all signs seem to point to “digital.”
This point was recently underscored as a headline-making fire at a well-known document storage warehouse sent the message loud and clear: storing paper documents creates unnecessary risks, where digital storage brings clear benefits across the board.
Traditionally, long-term storage of paper documents has been thought to be the most cost-effective way to store documents that don’t need to be retrieved. But the recent blaze – which destroyed countless paper documents – exposed the inherent risks of storing paper. And these risks must be taken into account when choosing between long-term box storage and digital.
Let’s go over some of the benefits of digital over analog storage.
Safety & Security
Scanning paper documents stored in boxes is one of the best ways to safeguard important information. See the at-a-glance comparison below to see how digitizing keeps your documents protected from all of the vulnerabilities that paper is susceptible to.
Check out this at-a-glance comparison:
- Document level security settings
- Fire- and water-proof
- Automated backups for disaster recovery
- Document level tracking and audit trails
- Susceptible to theft
- Vulnerable to water & fire
- Lost forever in a natural disaster
- Difficulty tracking physical documents
If you’re looking to improve your company’s efficiency and profitability, then again digital storage seems to be the clear winner.
|| Box storage
- Quick and easy retrieval
- 24/7/365 access to documents
- View from any computer or mobile device from anywhere in the world
- Serve customers faster & better
- Staff gets more done in less time
- Share and distribute easily and quickly
- Retrieval takes hours or days
- Access only during business hours
- Viewing limited to physical location of document
- Slower retrieval = slower service
- Staff wastes time managing paper
- Sharing and distribution is highly impractical
Retention & compliance
State and federal regulations make meeting document retention guidelines a complex process, which is made even more difficult by adding paper into the mix. See the comparison below:
- Automatically set retention guidelines and action
- “Pre-delete” alerts provide an extra layer of control and prevent mistakes
- Single-step purging process
- Documents are immediately available and admissible in court
- Minimize legal exposure and costs with automated retention schedules
- Manual purgingrequires labor and time
- No “safety net” to catch wrongfully purged documents
- Painstaking multi-step process
- Can take days for documents to be available in response to a legal request
- Removing boxes in storage is costly
Choose from 2 “go digital” strategies
Going digital and removing paper may seem complicated and costly, but there are two strategies that can help you get it done at the right pace and cost for your company.
Option A) Start by scanning only the most recent documents, working your way backwards with an incremental amount done each month. This is easier than “eating the whole pie at once,” and can be done with a fixed monthly investment.
Option B) Scan all of your documents (or a subset) over the course of a few weeks. This method is great for transitioning quickly, and lets you enjoy all of the benefits of digital document storage going forward.
The digital revolution
When you consider all of the benefits of digital vs. long-term box document storage, it’s easy to see why so many organizations are choosing scanning over storing paper these days.
Nor is there any need to wait for the next tragic fire or natural disaster to remind us of this truth. As Benjamin Franklin famously said, “An ounce of prevention is worth a pound of cure.”#ScanningandCapture #ElectronicRecordsManagement #documentscanningservices #documentmanagement