How to save money on document storage solutions

Document storage solutions can help you better manage your documents, ensuring that they are safely and securely stored for future use. If your organisation has any documents that need archiving or temporarily storing away, then outsourcing your document storage can not only give you peace of mind, but can also save you money.

Here are just a few of the ways that outsourcing your document storage can help you do this:

It saves staff time

Time is money, as the saying goes. Using up staff time on filing and organising documents can cost a lot of money, not to mention the training and retraining costs for keeping staff up to date with archiving systems and retention policies.

By outsourcing your document storage management, staff can be despatched to other tasks.

Your documents can be delivered at your convenience

If storing your documents remotely seems inconvenient, it is worth knowing that as and when you require documents from the document storage facility, they can be delivered to you – just make sure to check with your document storage company how quick they can deliver.

Document storage facilities are designed to be easily accessed, so if you need to pick up documents yourself, then this is also an option.

Your documents are safe from damage

Sometimes it is difficult, or even impossible to put a value on particular documents. If they get damaged during storage, they can become unusable.

Document storage facilities are designed with the fragility of your documents in mind. Top of the range fire protection facilities and alarms as well as anti-flood systems are in place to prevent any damage to your documents.

The security of your documents is paramount

If your documents have sensitive information within them, you will want to be able to rest assured that they are safe and protected. Many document storage facilities will have 24 hour security as well as CCTV to avoid your documents being accessed by anyone other than those you wish to access them.

Such levels of security are often a high cost to organisations, but by choosing to use a document storage solution to do it for you, you are saving a substantial amount of money on staffing, equipment and training.

You can save space

Once important documents start to pile up, it is difficult to control the amount of space that document storage takes up in your office. If your own document storage system is starting to take up too much space, outsourcing to a document storage solution can clear that room for more effective use such as room for additional staff.

Chances are that there are documents within your archives that are no longer needed. An effective document storage solution can ensure that this does not continue to happen, and can assist in disposing of unnecessary documents.

These are just a few of the reasons why outsourcing your document management can save you money. No matter whether your industry is legal, financial, media or you are a charity or Government body, the organisation and safety of your documents is incredibly important.

Secure Data Management aim to save you at least 30% of your current document management costs with their transparent pricing.

Image courtesy of Icon Archive

This Guest Post was written by Secure Data Management, a leading UK based document storage Company. For More information, visit Secure Data Management.