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The Ultimate Guide To Document Archiving

Document archiving is essential amongst businesses, organisations and even some sole traders. The reason for this is the fact it is just so useful in so many different ways and there is commonly a different document archiving solution for every company, because it’s not a case of one size fits all. If you’re considering archiving your documents, you’re likely to have many questions about it, ranging from how much it costs to how it works and how it might benefit you. In this guide we’re going to look at everything from the different ways document archiving is useful to different types of customer, to looking for the perfect document archiving company to work with.

Archiving Documents Efficiently

If you’re in a line of business that is progressing from paper to digital, you will need to consider how best to archive your documents efficiently. Self storage offers you a wide range of archiving options including; filing, digital filing, deep storage and long term organisation storage. Here are some great reasons you should start to consider archiving your documents in a self storage unit:

Simple tips for document storage

If your office seems to be overflowing with paperwork, you might be thinking it’s about time for a spring clean session. Unfortunately for many businesses, this is not as simple as it may seem. Lots of paperwork has to be kept for a certain period of time, and in a busy office this can mean finding storage space for many boxes full of document archives.

In this situation, self-storage can be a great option for and overcrowded work space. Using self storage facilities as document archives is becoming increasingly popular as businesses strive to maximise their expensive office space by keeping records off site. Here are a few simple tips to creating a document archive in self storage that will really work for you.

Cost vs Benefits of Document Archiving and Management

The chances are that implementing any type of document archiving, storage or management system will come with an associated cost so if you want to convince your organisation of the benefits of document archiving you will need to be able to show how the system will affect the bottom line of the business whether as money saved in improved efficiencies or increased profit through, say, increased customer satisfaction. Sometimes due to legal regulations a system will have to be implemented at a cost when there will be no return for that investment. In that case the necessity to be compliant with the relevant laws must be justification in itself for the expenditure.

The Case for a Document Archiving Strategy

There are many ways to implement a document archiving strategy and making the right choice for a business is very dependent on the type of business, the type of documentation that is retained and why. Once you understand what your business objectives are with regard to documentation and have selected a short-list of possible solutions you will then need to convince senior management of the need for a document archiving system and get their buy-in so that they support the project.

Those involved in making the final decision to go ahead with a new process and system may come from different fields in the organisation so it is important that your persuasion techniques cover the aspects of the business that are important to each department or division so that the whole organisation is equally persuaded of the benefits of the new system and feel that the costs are justified.