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Storing Documents: Are Your Documents As Safe As You Think?

April 27, 2012 | Comments: 0 | Views: 281

It seems that, these days, no matter where you are in the world, you're at risk of things that you never thought would be possible previously. There are earthquakes happening in countries where they didn't fifteen years ago, flooding in places never previously predicted. Those are just two examples, but we're not going to debate environmental issues.

A company's documents can be as essential as everything else within that business; the employees, the clients and anything else that makes that business run. Different organisations have different ways of storing their documents, whether this be in their own premises in storage rooms or using an external document storage company. But are your essential documents as safe as you believe they are?

Damp is a serious issue when it comes to the storage of documents. Even new buildings which, by law, when built need to have damp proofing tend to suffer from damp issues if the building wasn't constructed as well as it could have been, an increasing problem in today's construction trade. But, of course, for companies that keep their files in older building or factories, this can be a much bigger problem. Damp is like cancer for paper documents and, much like cancer, it's not always apparent. There are different types of damp, those that are extremely visible and the much more subtle ones. Combine that with a room full of documents or boxes of documents and you have potentially no idea that it's happening.

Damage from different sources is also a major problem with paper based documents. Water damage, not just from the previously mentioned damp, but also from leaks and flooding can be a major issue. On the opposite scale there is also fire damage which can totally obliterate all trace of paper. There is also the potential damaged caused by wild animals such as mice and rats taking residence in the area.

Theft is also a big problem. You might not believe that your documents are worth much to an outsider, but you'd be surprised at what can happen. During burglaries seeking high value technology equipment such as computers, documents are known to become damaged or even stolen. Disgruntled former employees are also potential issues for messing up how you work with your documents.

These are all hazardous issues which need to be watched for. So what can you do? We you could of course safeguard against these issues; put in smoke detectors, get damp proofing fitted, extra alarms, or you could go with a more modern and forward thinking approach such as document scanning and digital document management.

Getting your documents scanned in bulk can be an effective way to secure your documents in a way in which they can be easily backed up and less likely to be lost, damaged or stolen. You can send the documents off to a document scanning company who will them convert them all to PDF usually. They will be indexed so you'll be able to find them on your computer, and, if you choose OCR, you can get all of the files made completely text searchable, meaning you can search for the files with the greatest of ease on your systems.

Digital document management also allows quick retrieval of documents exactly when they're needed and the files themselves become considerably more flexible at the same time, allowing themselves to be shared, printed, emailed and everything you can do with a standard electronic document.

Document scanning is also a low cost way of modernising your company and allowing you to save space and therefore save costs as well as boost productivity. Document scanning provider Pearl Scan offer this service throughout the UK, so check them out if you're interested. If you're going to make a change to the way that you work with your documents, make sure you do it in a way that not only makes things better, but also takes your company forward.

Source: EzineArticles
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