The world has been gradually creeping towards a more digitised office environment, whether it’s for environmental reasons or to create a more agile workforce. COVID-19 brought with it a new set of challenges for businesses to overcome at the start of this year, one of which was the need to access documents wherever you are, we’ve listed 5 reasons why digitisation is more important than ever and how we can help.
1. Securely access files from anywhere
If your documents have the ability to be fully digitised staff can securely access them from wherever they may find themselves working. Even as people gradually return to their offices there will still be large proportions of the workforce working from home – you may be implementing staggered days in the office or that certain roles can be carried out from home. Whatever the reasons, having your files accessible from anywhere is a great help. Our Client Portal is the perfect secure way of ensuring staff can access the files they need at the click of a button with the added comfort of a full audit trail whenever a document is requested. Your staff can carry on doing their fantastic job and you know exactly who is accessing what.
2. Creation of space
It’s no secret that huge changes need to be made to many offices before staff can even begin to think about coming back. By digitising your documents you are removing the need for on-site filing while creating additional space. Understandably many people are a little anxious about returning to work so by using your new found space to create a COVID-19 safe environment you will help alleviate some of those concerns. We appreciate there is a lot to think about at the moment so if you don’t have the time or resources to carry out the digitisation yourself we can do it for you with our Document Scanning service. The originals come into secure storage and are scanned, indexed to your bespoke requirements, and available for you to access either via our Client Portal or on an encrypted USB. If you need to spread the cost we offer a Scan As You Go service. We also recognise that some documents such as Wills aren’t able to be scanned but we can always create a digital version as well as retaining the hard copy in our fireproof storage.
3. Security
By having your documents digitised and available to staff on our client portal you are removing the need for them to take hard copies home. Our robust records management system creates an audit trail every time a document is requested on the Client Portal with the added benefit of the option to create individual or departmental permissions to avoid anyone accessing something they shouldn’t. Subject to company policy we can also make secure deliveries to home addresses should the hard copy be required. Security is of the utmost concern for us so we have every measure in place to make sure your data stays secure.
4. An agile workforce
There have been rumours circulating around the business world that, due to the success of having people working from home, some larger companies are reconsidering their need for physical offices. If you find yourself thinking along similar lines digitising documents now is a great first step toward having a full or partially mobile workforce. Our Client Portal is the perfect way to ensure a smooth transition. Individual documents can be indexed to bespoke categories which enable staff to easily search for the one they need.
5. Data compliance
Data compliance will always be a huge responsibility for companies and staying compliant is crucial, especially when your workplace has had to unexpectedly close as many did earlier this year. By digitising your documents and categorising them with a retention date you can easily stay on top of data compliance whatever happens. If your documents are in storage with us we get in touch ahead of time to let you know they’re up for destruction, you can then decide whether to go ahead or keep them for a little longer.
If you’d like to discuss how we can help you digitise your documents please do get in touch, info@archive-vault.co.uk or 01603 720722.
