All types of businesses, from the most simple street-side lemonade stand to multinational companies, need document storage. For small businesses, the critical documents can be about the number of sales per day, payroll info, or which time of the day is the best for business. For big businesses, aside from the income and sales trend, they also keep employee profiles, receipts of sales for tax filing, human resources, litigation information, and customer files (to name a few). Thus, keeping files safe should be given importance as most business operations rely on the information on these files.
With the boom of technology, the old method of records storage has been taken to a whole new level. The following are some of the new methods that companies utilize today.
1. With computerization being the trend, hard copies are now being encoded or scanned and stored in the company’s system for easier retrieval. This relieves them the burden of having to go through bulks of paper just to retrieve the file they need. This is also a way that the company can go “paperless”. As some transactions are done online like sending quotations and business proposals to interested parties, this could also cut down a significant amount on paper usage.
2. There are also third-party companies who can store files for their clients, such as us here at Advanced Bonded. Our company offers the service of keeping your client’s files, ensuring that actual records are secured from disasters like fire and flooding, for a regular fee. We can also encode the files and save it in the company’s database, which is necessary when you or your client needs to retrieve stored files. This may sound like such a simple idea, but it can be beneficial for your company. This service can be used by big and long-standing companies, law firms, and financial institutions. Even the government could use these third-party companies as they also have the means to preserve all kinds of documents, even antique ones. Documents with historical significance, which are displayed in museums, are an example of their work.
Some people only see negative effects of employing this new storage method though. Here are a couple of reasons why.
1. Others say that since files are already encoded in the system, there can be a problem with retrieving files needed should the database encounter a virus. It can even cause a pause in production of work, especially for jobs heavily reliant on data like banks or government offices.
2. It can be a violation of the confidentiality agreement between the client and the professional as a third party will be given access to the files, even if a limited one. This is usually not a problem, but Advanced Bonded uses a secure chain of evidence protocol that can hold up within a courtroom.
However, with the advantage of providing easier access even to old files and its cost-efficiency due to a significant reduction in the use of paper, these far outweigh the drawbacks.
Whatever method is used for records storage, whether it is the traditional or the modern method, what’s important is that these files still serve the purpose of helping the individual access the information that he/she needs.