Electronic Document Storage

Compared to standard file storage, the savings are huge as four times the documents are scanned & saved in to a digital format such as PDF or Microsoft Word, they will no longer need to be retained & can be sent away for recycling or shredding. This means that your company will no longer must pay for physical document storage from an outside party as you'll be able to store all of your files & documents by yourself electronic document storage medium.

Electronic document storage is the way forward when it comes to storing large quantities of documents in a convenient place & for a very convenient cost.

For some organisations such as in law there is a legal requirement here in the United Kingdom to hold on to documents for a maximum of 7 years before disposing of them. This usually means that the documents are filed away & sent to a document storage facility with a every month cost for each box you send. Electronic document storage removes the necessity for this service as you will still have retained the documents, in a digital format which is as recognised as a physical document. This can save law firms & the likes potentially tens of thousands of pounds each year.

Files can be stored much anywhere such as a CD, DVD, hard-drive on a local network used by all the computers in your company or hosted online & obtainable from anywhere for someone with clearance to view them. This makes keeping track of your documents simpler & the ability to find what you need a lot simpler. Most document storage facilities will charge you a fee for retrieving documents from their premises & can take a few days to get to you in the event you don't collect them yourself. With an electronic document storage system there is no need for this any more as you have everything under your own control. This will also boost efficiency & save time, getting things done around the office a lot faster & allowing the staff to work on other projects with the regained time.

It starts with document scanning, usually done through a document scanning bureau, which is then exported in to a digital document type of your choice. They are then indexed in a way that is recognisable & simple to find for you, whether by name, location, reference number & far more. Lots of documents may even be OCR'd which means that they can made text searchable so that looking for particular keywords such as someone's name is made even simpler as you can do a speedy search & all the documents containing that keyword will pop up & you select the ones that are relevant to you.

It is a revolution in office document management & that every office that deals with documents ought to seriously think about. Book a reputable document scanning company which have the likes of the ISO 9001:2000 accreditation. This means that their work is looked at by an official third party organisation to guarantee quality.

The advantages of electronic document storage are seriously stacked in the favour against standard document storage from all angles.