Businesses hold on to thousands of pieces of paper and manual documents. And as time goes on, these accumulate until there’s multiple filing cabinets overflowing with neglected, but important, files that rarely see the light of day. Easily destroyed, thrown away or lost, these documents not only take up valuable room and cost companies thousands in time spent looking for them, but they are also at very serious risk of the elements.
Earthquakes, tornadoes, hurricanes and floods are all common. Even in the UK, we are prone to floods, and have even been known to have the odd earthquake. With the weather getting wilder, making sure that important documents are safe and secure cannot be underestimated. So how can you ensure your important, and confidential business documents are kept safe, should disaster strike?
The only sure fire way to keep your documents safe is by turning to digital practices. Some businesses decide to store documents away from offices and disaster-prone areas, such as at external storage facilities. However even if you decide to go down that route, you can’t guarantee that these will be kept safe from catastrophe such as fire or flood. Digitising your paper archive and current documents using a specialist scanner however will remove the need for storage facilities by enabling them to be stored on widely accessible clouds.
It is always worth backing these documents though as a secondary precaution. Although clouds are secure, if their server goes down, it will stop access which can hinder a businesses’ productivity for a time. Using a central server that is either located on or off site however will provide businesses with a secondary platform to access and store data and provide peace of mind. These are great for both large and small businesses as they are cost-effective to maintain, but there is always the risk that they can be damaged from outside elements. In order to combat this, some service providers store data on multiple servers housed at different geographic locations. So even if one of the servers is destroyed, your documents will still be safe as they are stored on other servers too.
The main benefit of backing up your documents digitally is that when you’re back in business, you can quickly recover your documents and resume operations which minimise disruption to both customers and employees.
Looking to disaster proof offices? Find out more about document scanning from Pearl Scan.
In conjunction with the EN BS ISO 9001:2005, 27001, 14001 and in-house implemented quality, security and compliance procedures allow us to deliver peace of mind scanning services to our client. We are an approved document scanning and data capture scanning service provider to many reputable health, education, manufacturing, financial, logistics etc. organisations.
Founded in 2003, with almost 15 years of valuable knowledge and expertise in delivering successful document scanning and data capture services through the UK to some of the most reputable and globally known organisations.
We operate from a custom built document scanning and data capture centre, which is built around security, safety and confidentiality. The site is monitored 24hours a day by security and CCTV systems.
The document scanning and data capture bureau is equipped with the state-of-the-art dedicated document, Microfilm media, Books and Large Format Plans scanning and capture technology; catering for a wide range of document types and sizes making us a one-stop service provider for scanning and digital conversion needs . We continually invest in our staff training and latest technology to ensure that we are delivering quality and innovations at all times.
Pearl Scan Group has the infrastructure to provide quick turnaround for urgent document scanning needs to taking on a large volume scanning and conversion of documents, microfilm media, books etc. projects. Our document scanning and data capture service centre always run at 80% of its productivity allowing 20% space and resources for on-demand, ad-hock projects.