Every business generates a large number of documents every day; Contracts, receipts, balance sheets and so on. Choosing the right storage system and the document storage company is crucial. It will ensure that you do not lose your documents and end up losing money. An excellent storage system should be scalable, easy to use, have cross-platform functionality, document scanning capabilities and have a powerful search feature. It is also essential to pick a system or company that is within your budget.
An excellent system should allow you and your team to access the documents from a variety of devices. People in the office should be able to access the documents using their desktop computers, laptops or tablets. It should have a search engine that allows staff members to look for the specific documents that they need. That means that staff members do not waste time and are more productive.
ADVANTAGES OF RECORD STORAGE SYSTEMS
Advantages of record storage systems includes an easy-to-use interface ensures that employees do not need to spend many hours learning how to use the system. A complex system can discourage your employees and lower their productivity. A scalable system will grow with your changing needs. As your business grows and you need more storage, and you have more users, the right system should be able to adapt to that need.
- Better security
You can rest assured that your sensitive documents are safe.
- Easier retrieval
When you have a document storage system, it is easier to get hold of documents that when your documents are haphazardly stored.
- Better collaboration
With a great record storage system in place, your employees can better work with each other. All of them have access to the documents they need and can work on projects collaboratively.
- Better back up
When there is a centralized storage system, it is easier to recover documents in case of a disaster.
CHOOSING THE RIGHT DOCUMENT STORAGE SYSTEM
There are a variety of factors to consider when choosing a document storage company for your office. To get one that has the qualities mentioned above, take your time and look for a variety of companies that offer document storage services. Consider the following factors to pick one.
BUDGET
It is always vital to think about the amount of money you have before making any purchases. Take time to look at the packages offered by the different companies that you are considering for the job. Do not hire the cheapest document storage company as their service packages may not be comprehensive. They could also offer low-quality services. It could be useful to go online to find out the average prices for document storage services in your area. Pick a company that is within your price range and offers comprehensive service packages. It would not be wise to hire a company that is cheap but whose packages do not provide maintenance services and training for your employees. Make sure that the document storage company you choose provides value for your money.
SECURITY
While a document management system should offer easy access to users, it should also be secure. You do not want to have a system that outsiders can get into and steal your information. Ask the document storage company about the security of your documents. They should tell you about document encryption during transmission and when at rest. Talk to them about cloud storage and whether the company relies on a third party for that. Find out about security procedures such as 24/7 monitoring, multi-factor user identification passwords and a full audit available for documents that were accessed. Make sure that you ask about how they test their systems, for instance, the type of penetration tests and security audits they do on their products.
USER EXPERIENCE AND CAPABILITIES
The best system indicated above should be easy to use. A system that is complex discourages workers and adversely affects productivity. It should be easy for users to store their documents and retrieve them. If your workers will access documents using their smartphones, ask about the mobile application. The app should not be glitchy and clunky. Check the capabilities of the system and ask about integration capabilities and whether there are add-ons and special requirements that you would have to buy to enable integration. You do not want to buy the system and find out that you need to spend money on add-ons for it to work with other applications you are using.
SCALABILITY
Another vital consideration you need to make is the scalability of the system. Your business will grow, and you will have more employees. Growth can cause problems if your technology is not built for it. It is, therefore, crucial to ask whether it offers a plan for scalability. A system that is not scalable means that when your company grows and your needs increase, you will need to put in place a new platform.
FLEXIBILITY AND PRODUCTIVITY
Your system should help you work better. If it complicates the process and lowers productivity, it is not worth the money you will spend. It should be easier to store and retrieve documents hence improving efficiency, which enhances productivity. The system should offer backup so that even after a disaster you can still access your information. It should also help you with creating solutions for tracking accounts payable, human resources, service calls, among others. Your document management system should also help with the optimization of the way data and documents flow in your organization. In case you are dealing with sensitive information, it should include a permission functionality.
REVIEWS & QUALITY
It is crucial to find out what other products they have created in the past. Several companies have testimonials on their websites that you can study. If you know anyone who has worked with the company you are considering, ask them about their experience. Look at google reviews on the companies you are considering. It is best not to pick a company that has negative reviews or complaints about their products. You are likely to get low-quality document storage services that will not work for your company.
Learn more about a document storage company in Charlotte, NC below:
Take your time when choosing a document storage system for your business and get one that works for you. Ensure that you hire a reputable company that offers you a system that serves most of your needs, if not all of them.
