There have been many changes in companies across the country in the past few months. For certain companies, pandemic shows that having a remote workforce is a practical option. The outcome is that certain organizations are planning to increase further the number of "employees working from home to downsize office space.”

What does a small office mean for all paper documents in the office? It is a chance to reduce the space required for those kinds of stuff. A full-service document management plan can be an efficient, effective, and inexpensive option.

New Space Saving Options For Document Management

Document Storage: Files and documents can be securely stored in a climate-controlled recording centre that can withstand 150 mph constant winds, advanced monitoring, fire detection systems, and checks 24/7. Provide re-archiving, retrieval, and delivery services on demand.

General Tips For Document Storage:

Any method you choose to store your files and documents, there are a few best practices that you should follow to ensure that your storage structure stays efficient and organized. Here are some tips to help you do this.

• Pay attention to the accessibility while saving documents - You can save some money by storing it in-house. However, it is essential to have a good system to ensure that archived documents are easily available. 
• Track when your documents can be shattered - Archiving documents is vital to ensure that you comply with regulations and provide evidence such as payslips and receipts when essential. However, old files don’t need to be stored.
• Protect your paper documents from abrasion - To make sure your files don't get damaged, you need to consider wear and tear. Even if stored safely, frequent handling, spillage, and sunlight can damage them. Put them in plastic wrap to reduce the risk of wear and tear.
• Ensure to protect your documents from natural disasters - When storing important documents, make sure that you have considered all potential risks associated with natural disasters. Keep them off the ground to avoid flooding and choose fireproof containers if possible.
• Store the documents in a cool, dry place – Moisture and heat are the paper destroyers. Try to store your documents in a cool and dry place, to keep them in good condition. 
• Consider using bank deposit boxes when storing - If you are already a customer, the bank will usually give you a discount on safe deposit boxes. If you just need to keep some important documents, the safe can be a good solution for storing paper off-site.

Documents Shredding: Proper destruction and right kind of documents shredding, hard drives, and electronic media are essential to protect your business. Make sure that the company you use has an AAA NAID certificate in document destruction. 

Scan on Demand Delivery: Scanning of your documents and importing into your e-filing system provide you with the option of file retrieval anytime. Scan on-demand delivery is the best option for your paper documents. This is a solution where companies can store paper documents off-site.

The Takeaway