You could be forgiven for thinking that, with the increased use of digital storage, physical document storage is at risk of becoming obsolete. Although many businesses aspire to operate in a paperlite or paper-free way, the reality is that it isn’t an option for many sectors. Electronic and physical document storage co-exist in perfect harmony to serve every business demand.
Why physical documents are essential
For most businesses, it isn’t feasible to do everything digitally. While they, of course, will use electronic copies where possible some things still require paperwork. There are also many different types of records that are required to be in hard copies; even if a business is paperlite there will likely still be departments that need to use physical document storage. Legal, medical, and HR are some of the most common industries that rely on retaining the hard copy as they are often required for audit purposes and have a longer lifecycle than others. Record retention can be overwhelming, especially with the new documentation required at the moment, so we put together a record retention article to help.
Digital and physical storage co-exist
As we mentioned in the introduction, there really is no need for it to be an either/or situation. In fact, many companies use a mix for both ease of use for employees, as well as to reduce the risk of a data breach. Our client portal and scan on demand services mean that even your physical stored documents can be accessed remotely and securely from anywhere. There’s also no need to be concerned about someone seeing something they shouldn’t, as with our Client Portal, you can restrict access to documents at an individual or departmental level.
Lower risk of a data breach
32% of UK businesses identified cybersecurity breaches or attacks in the 12 months running up to the Government’s 2019 report. Storing your physical documents securely offsite with a professional secure document storage company, like Archive-Vault, will significantly reduce the risk of a data breach. With secure document storage, a robust audit trail is created with every item in store. Our end-to-end barcode tracking, GPS tracked vehicles, and the ability to set security preferences on our Client Portal help you stay in control. Businesses have enough to consider at the moment, without worrying about data breaches!
If you’d like to find out more about how your documents can work both physically and digitally get in touch.
