The recent fire at the CitiStorage warehouse in Brooklyn highlights the inherent risks of storing paper documents vs. scanning documents and storing them electronically.
If your company still has boxes in long-term storage, here are some reasons why you may want to reconsider this strategy.
1. Reduce your risk
In addition to helping you eliminate boxes stored in long-term storage facilities, scanning documents also protects you from unnecessary exposure by:
- Improving your document security
- Removing risk of water or fire damage
- Creating electronic documents that are legally admissible in court
- And giving you redundant, multi-location back-ups to ensure 24/7/365 access, even in an emergency or natural disaster
2. Improve efficiency
Digital document storage has added efficiency benefits that are simply not possible with long-term box storage.
Cloud-based or in-house document management software lets you access documents within seconds from any computer or mobile device, as opposed to having to wait hours or days for boxes to be retrieved from a warehouse. This can enhance customer service by cutting down wait times, as well as help your employees get more done in less time.
3. Two scanning options to choose from
As we learned in this New York Times article, New York City currently has 4.4 million stored boxes filled with paper documents. While most organizations don’t store this much paper, many still have thousands of boxes in storage.
Digitizing your stored documents (or those about to go into a storage warehouse) can seem like an overwhelming task financially and logistically. Fortunately, there are two approaches that can help you get it done with minimal friction:
- Scan the most recent documents first and work your way back to the oldest documents in storage. You can scan a predetermined amount of records each month until you reach your goal, giving you a fixed scanning expense over a period of time.
- Scan all of the documents (or a subset) over the course of a few weeks, and switch to a digital records storage strategy quickly.
4. Limited time promotional pricing on document scanning
To assist the many government agencies, hospitals, educational institutions, not-for-profit agencies and businesses currently rethinking their records retention plan, we are offering promotional pricing through March 31, 2015. This offer applies to scanning all paper records that are removed from long-term storage, or were slated to be stored in long-term warehouses.