Given the complexities of document storage, there are myths that people might mention regarding file management.
Document storage can get confusing at times. After all, there are many ways for businesses to store files, and the more files your company has, the harder it can be to keep them all organized. Given the complexities of document storage, there are myths that people might mention regarding file management, and we want to debunk those myths with you today.
“Documents That are Stored in Offices are Always Secure”
It makes sense to think that offices should have systems in place that keep your documents protected. The truth, however, is that not all companies have protocols that maximize document security. Instead, to maximize the safety of your files, you’ll want to partner with a document storage company. Not only do they know what measures must be taken to protect your documents, but they’ll even have off-site storage facilities where your documents can be given maximum protection.
“Documents Need to Be Stored Forever”
While documents often need to be stored for a long time, it isn’t always forever. The truth is that most documents are only meant to stay stored at your business for a limited time. Part of good document storage practices is to safely dispose of documents when you don’t need them anymore. Otherwise, there’s an increased likelihood of identity theft and business fraud, which can make people’s information unsafe, and also put your company in legal trouble.
“It’s Too Hard to Store Files Off-Site”
It sounds much simpler to handle document storage solely within your own building. After all, that means all of your files are at one location, so it should be easier to keep track of all of them, right?
The truth is that storing documents off-site isn’t as difficult as it appears. When you work with a document storage company, they’ll keep track of your files on your behalf. That way, if there’s ever a file that you want to request from your storage company, they can get it to you quickly and securely.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.