In today’s digital age, businesses are increasingly relying on electronic document management systems to streamline their operations and improve efficiency. However, many organisations still have a significant amount of physical documents that require storage and management. Offsite document storage and document scanning are two powerful solutions that, when combined, offer numerous benefits for businesses. This blog post explores the advantages of combining these two strategies and how they can positively impact your organisation.

Maximising Space and Cost Efficiency:

One of the primary advantages of offsite document storage is the ability to free up valuable office space. Physical documents can quickly accumulate and occupy valuable real estate that could be better utilised for productive activities. By storing documents offsite, businesses can repurpose that space for more essential functions, such as expanding their operations or accommodating additional staff. This approach not only maximises space efficiency but also reduces associated costs like rent, utilities, and maintenance expenses.

Enhanced Document Accessibility:

Despite the rise of digital solutions, there are instances where physical document retrieval is necessary. Offsite document storage ensures that important files are securely stored in a climate-controlled facility, minimising the risk of damage or loss. However, relying solely on offsite storage can still pose challenges when urgent access to specific documents is required. This is where document scanning comes into play. By scanning and digitising physical documents, businesses can create an easily searchable electronic database. This allows authorised personnel to retrieve documents quickly, regardless of their physical location, improving overall accessibility and productivity.

Streamlined Document Management:

Combining offsite document storage with document scanning facilitates efficient document management processes. When documents are scanned and indexed, they can be organised according to specific categories, making it easier to locate and retrieve information as needed. Additionally, document scanning enables advanced search capabilities, allowing users to search for specific keywords or phrases within the digitised documents. This eliminates the need for manual document sorting and extensive manual searches, saving valuable time and reducing the likelihood of errors. 

Enhanced Data Security and Disaster Recovery:

Physical documents are susceptible to various risks, including theft, fire, natural disasters, and degradation over time. Storing important documents offsite mitigates these risks by placing them in a secure and controlled environment. Additionally, digital copies obtained through document scanning provide an extra layer of security. 

At M54 Space Centre we are dedicated to offering top-quality document storage services, so that you can be assured our documents are safe and secure with us at competitive storage prices. To find out more about our indoor document storage click here. Alternatively to get in touch contact us today!

If you’re looking for a long-term and secure place to store all your documents then our indoor document storage facility is perfect. Not only saving you on workspace, our internal document storage can also offer a safe and more accessible solution than in-house archiving. 

Remote access 

With key access to each storage locker you can set out who can access the records. Offsite document storage allows for stricter security policies to be correctly enforced too, with key access required staff at M54 Space Centre can deny intruders access to your records immediately.

Better reliability

Monitoring records can take up more time than you imagine. If left unchecked and neglected storage can become messy with records being damaged from poor ventilation and other environmental factors. Off-site document storage can help to keep records safe at all times. With the indoor storage facility being humidity-free and dry the usability and stability of your documents will be increased. With different storage racks available to choose from you can get your library of documents in order. 

A common issue in most businesses is that in-house archive rooms can quickly become cramped and overcrowded making it difficult to access and organise. This makes the process of keeping track of sensitive documents difficult. Off-site document storage eliminates this problem, plus with different storage sizes available you can ensure to only hire the space that you need. 

Avoid damage and unforeseen disasters

Off-site document storage can also serve as a backup location or a secure holding spot for any records or important documents, protecting them from damage. 

In addition to this by only offering access to required personnel you can reduce the chances of any human error causing damage to records. 

Regulatory compliance

Under the Data Protection Act 2018 (GDPR), archived storage must meet the data protection standards. This applies to paper documents as much as it does digital. Any data you collect should be managed correctly and disposed of when no longer useful. Through investing in long-term document security can ensure this happens. This means that off-site document storage can contribute to ensuring you are fully legal and liability-free. 

Document storage with M54 Space Centre

At M54 Space Centre we offer indoor document storage in Shropshire. Our document storage facilities offer easy access as often as you need, with 24/7 CCTV and manned security on site. We are committed to offering a top-quality document storage service, so you can be assured your documents will be safely and securely stored with us at competitive storage prices. To find out more about our document storage click here.