Making the most of space in any form of workplace is important in order to smooth out any deficiencies, maximise the potential of your employees and utilise the space that you have available to you. As a business begins to grow, many owners will find that the storage of physical documents on-site start to become a hindrance to growth and a block in putting in place a scalable method of growing as a business. One way in which you can ensure a smooth growth, clearing out space that can be used to energise and inspire growth, and provide staff members with streamlined processes to become more effective is to look for a hybrid document management service in your area.
For many owners the problem about physical paper documents is that some just need to be kept. Sorting through old boxes of files, folders and individual bits of paper with information relating to employees, suppliers, clients and a whole host of other documentation, is so time consuming that it often just gets forgotten about, a task that will be dealt with at some point in the future (a future that just doesn’t arrive). Seeking assistance from specialist document management professionals means that you don’t have to worry, there is a process that can help you transition documents into storage, retaining those where an original is an absolute necessity and carefully and securely destroying those documents that are no longer needed or have to be destroyed due to data privacy regulations.
A hybrid document management system works in a way that really helps out small to medium sized businesses that could suffer from growing pains if they do not get their document management under control. A quality document management and storage company should provide you with the chance to store and archive those documents that you wish to do so, whilst methodically scanning and digitally storing all other records. Access can be provided to those within the company who have permissions to then easily and quickly navigate an online system where all scanned documentation is accessible and ready to download, use or request retrieval of the original document if present.
Hybrid document management provides a framework for businesses capture physical documents in digital form, whilst storing any original documents, destroying them or archiving them. It has a practical and efficient outcome in terms of the processes of document management for a business, allowing users to find a digital copy of a document with just one click of the mouse. The best document management services will also have secure storage facilities close to your working premises, so you can have peace of mind that the originals are never too far away, but are always locked up and protected from potential theft and accidental damage.
A flexible approach to hybrid document management should also be applauded as it allows those small to medium sized businesses that are still growing to work in a way that suits their needs. This can entail scanning in bulk all historical documents, or conducted the project in phases, whilst all new physical documents are scanned into digital as they are created and in a way that changes the company culture.
Content written by Mike Chapman