Choosing the right system to manage the important records for your business can tend to get confusing. Not too long ago, there was no choice other than trying to figure out the best way to organize the piles of paper that never seemed to end.
Some businesses still prefer to use this method, while others have started to take advantage of other options that have evolved over time. So what is the best option for your unique business needs? You alone know your business better than anyone else, so here’s some information to help you decide.
Paper Files
Even businesses in the 1800s had to find a way to keep track of its important records. At the time, developing a paper filing system was their only option. So why do some people still prefer this method, and why have others moved on to newer ideas?
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Advantages of Paper Files
Many businesses still use a paper filing system. This is a very practical solution that provides business owners with confidence in knowing that they have physical proof of their records. This option also makes the documents accessible to anyone in the office that may need them.
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Disadvantages of Paper Files
A paper management system can become quite the hassle. As your business continues to grow, so will the stacks of papers that you are required to retain, taking up more and more space in your office (have you looked into an offsite records storage facility?). Paper files can also be time-consuming to organize, difficult to share with others, and at risk of being ruined or lost in the event of an unexpected disaster.
Does keeping track of hundreds upon thousands of papers seem like a huge headache? Maybe it’s time to look into an electronic document management system.
Digital Files
Technology continues to provide us with new ideas and opportunities every day. Many businesses have taken advantage of this and integrated some type of electronic document management system (EDMS) in hopes of helping their business to run a little smoother. What are the benefits that caused them to make the decision to ‘go paperless’? What setbacks have they encountered?
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Advantages of Digital Files
Converting to digital copies of your company’s records will make your life a little easier. Aside from being environmentally-friendly, an EDMS will free up some space in your office, provides everyone with faster and easier access to your records, allows you to choose who gets access to which files, and saves you time that you could be spending focused on other important aspects of your business.
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Disadvantages of Digital Files
Although converting to a paperless system may seem like a no-brainer, there are still a couple of factors to consider. If your business already has a paper filing system set up, then pulling together all of those documents to be converted, as well as the process of conversion in itself, can become quite the ordeal.
Only you can decide which option is best for your company. So, which benefits are worth the risks involved?
Let Us Help You With Your Document Management Needs!
Whether you decide to stick with the practical solution of a paper filing system, or to make the transition to an electronic management system, Record Nations is here to help. From finding the right records storage solution to converting your documents to an electronic format, we are prepared to give you a personalized quote right away!
To get started, simply fill out the form on the right, or give us a call at (866) 385-3706.
