Document storage makes sense for many companies. But it’s easy to miss out on the benefits if you don’t approach it correctly. Here are three basic mistakes to avoid when using a document storage or records management service.
3 Document Storage Errors to Avoid
Failing to Catalogue
Some organisations use document storage as a dumping ground rather than for managing files. They fail to catalogue what they have, and just send files higgeldy piggeldy to storage without any kind of organisation. True, this is a quick way to get a lot of files out of the office. But it creates a range of issues.
Firstly, what happens when you actually need to access information? Retreiving files from storage costs time and money, whatever service you use. It takes a lot more time, hassle and money when you don’t have any kind of filing system to find data. Secondly, using document storage without cataloguing documents will result in you keeping information that you just don’t need.
Find Out more: Free eBook – Setting up a File Storage System
Cataloguing files for storage takes some effort. While you’re doing it, you should seize the opportunity to clear out old and useless documents. There’ll never be a better time for a good clear-out.
Storing everything has two big downsides. First, it costs more. Second, useless data that you hold just creates the risk of a breach without any real benefit. Use the opportunity of file cataloguing to see what files can already be destroyed. And set destruction dates in advance where you know a document will soon be unneccessary. For more on this, check out our blog on introducing retention periods.
Find Out More: Getting Started with Retention Periods
Not Thinking About Retrieval
Most people think about document storage like a one-way street. Files go to storage, and rarely come back. Or so the thinking goes.
In reality, you’ll probably need to access at least some of the documents that you’ve put into storage. So you need to understand how you’ll access that information when you do. Will you send a staff member out to the document storage facility and pay them to sift through the files? Or will they need to bring those documents back using a company vehicle? How safe is that? And how practical is it for you or a colleague to go trecking out to your supplier. If your document storage partner can deliver files, find out the cost, security and other arrangements in advance. Making a commitment before you can answer those questions is unwise.