Re-evaluating – cost balancing, security and efficiency of Document ManagementMay 14, 2020
A fully deliberately refined record management system can help your business to attain more efficiency while minimizing the storage cost at a very drastic rate. However, the success rate may differ with the type of storage mode that you select for you your business.
We will try to evaluate the exact potential of record management in the present time scenario. We will as try to understand and adapt the reasons that makes records storage so necessary for the new era of business.
Table of Contents
First Re-define your priorities.
Firstly we will re-define our priorities. Whether you need to choose paperless polices or you still want to revolve around physical record management would depend upon the striking balance between the cost, security and efficiency of productivity. Now in order to understand all of the above mentioned factors, you firstly need to build a primary layout which will defines the level of your priorities and requirements.
Let’s try to evaluate the total volume of your physical document or records. Also, let’s find out the rate at which documents or records are getting generated within your workplace. Just figure out how much storage space do you need to accommodate your complete stockpile of your records and documents. Infrastructure and logistics are an integral part of any record management. Kindly prepare a list of machinery and tools that you require to create your own workplace for record storage.
Last but not the least, you should also prepare a rough idea of budget, just to measure the cost-factor associated with it. Also Do not forget to reconsider the factor related to data threat and securities
Comparison of paperless office and physical record management.
Accessibility and Retrieval
When It comes to record retrieval and instant accessibility, cloud based and offsite document storage company are more successful that the traditional record finding methods. All though, modem day physical records storages are using technologies Like scanning, imaging and emailing, just to provide fast record deliveries. It cannot simply replace the sophisticated and efficiency involved the paperless process. However, Paperless document systems are quite expensive and usually not preferred for those who do not have a large stock of physical record form.
In today’s world with a fast pace, time is more valuable that money. With paperless document management systems one can easily access his entire database of records within a fraction of time without any issue. This would save an enormous proportion of working hours for staff.
However, today’s offsite record management companies are not lacking behind at all. Most of them have already adapted to the advance laser scanning and digital imaging or barcode based record relocation technologies which together allow them to provide a quick retrieval services in a negligible span of time.
Effectiveness on cost.
Creating a self regulated document management services (DMS) would be quite expensive for small and medium class businesses, Especially those who do not generate infinite amount of physical data. In these cases, you have to invest lakhs of rupees to create your own database and then you have to spend another half a million to maintain the database. you also have to spend money on maintaining the adequate network security for it. On the contrary, off site record management is quite affordable for all types of business.
To improve your digital presence and compete in this digital world, you need to find an adequate Document Digitization company that can implement your business digitally.