Disadvantages of an Offsite Document Storage Facility

document management

The storage of documents is important to your company, but there are a lot of problems that can happen with that storage. Storing them on site is often impractical because of space it takes up in the office. However, storing them in an offsite facility also comes with its own problems.

Storage Facility Costs

Once you get all of the hard copy records into a storage facility, it may seem like the problem is solved. After all, the documents are safely stored, and they aren't in your office taking up all the room. However, this storage solution comes with a bill every month for the space being used. Depending on where the facility is, this can be a hefty bill that has to be paid each and every month. When you multiply that cost times 12 for the year and then by the number of years, you quickly see how much of a burden this places on the business.

Retrieving Those Files

With the company's documents stored away from the office, retrieving an individual file or document isn't easy. It's time-consuming to go to the facility, get inside, rummage through all of the storage, find the right file and bring what you need back to the office. This process is downtime in which employees can't get anything else done other than document retrieval. It's a loss of productivity that may happen often as multiple workers need the data in those files.

Organization in the Facility

With the files all stored elsewhere, you may not know just how each of them is organized. Were they all jumbled together randomly? Were any of the files loose and then misfiled? What's the best way to find exactly what you're looking for? It can be difficult to find what you need when you aren't in charge of the storage or organization. You can be in charge of both, however, by using digital document management to keep documents files electronically. This also means no more storage fees at the offsite facility and no more time spent driving to the storage area when you need a file

When you're tired of the mess that is offsite storage for documents, contact us to get started with a far better system of document management.