Archives can be a challenge to manage, because of the need to transport documents, keep them for lengthy periods of time, and even archive from old archives that are obsolete, require failing equipment and that may be suffering from degradation. Being able to catalog and store your records digitally is a significant solution to many document-related problems, particularly when dealing with older paper and legacy technology.

There was a time when the only way to store documents was on paper. As a result, among of the key features of many offices are the rows upon rows of filing cabinets packed with folders of paper. Today, companies have the option of reducing their dependence on paper documents. There are environmental benefits of doing away with paper as your business will be reducing its use of nonrenewable resources, but there are financial ones as well. Consider the following tips to ease the transition from paper-based to paperless.  

Whether you’re looking at the issue from the point of view of an academic or historian, or the viewpoint of a business looking to optimize its operations, data preservation and the issues surrounding it has quickly become one of the most crucial challenges facing modern thinkers.

Once you move to digital document management, you’ll never go back to having a paper-based archive. What’s even better that a digital solution is a cloud-based document management system that doesn’t have strict hardware requirements and that is incredibly practical.

Cloud-based apps allow for a lot more flexibility than any other type of software. The cost-efficiency of such solutions is also unparalleled, making them ideal for both small and large businesses.

Is a document management system better than organizing documents in folder on a shared network? The simple answer is yes. A document management system increases the security and reduces the recovery time. It’s more convenient, more user-friendly and capable of enhancing productivity.

A paper-based archive requires a lot of work to b maintained in an excellent condition. After all, paper is a pretty vulnerable material. 

Have you introduced any protective measures when it comes to the safety of your business documents? If the answer is negative, the time is right to start thinking about ensuring the integrity of your archive. Paper documents are vulnerable in many ways and here are some of the main reasons why you should start thinking about their protection.

How big is your company’s document archive? If you’ve been in business for some time and you’re attempting to meet compliance criteria, chances are that the folders have stacked up over the years. This archive requires space, it requires management and it doesn’t make it particularly easy to retrieve the documents that you need immediately.

Both governmental and private pension funds deal with large volumes of documents pertaining to the portfolios of their clients. These documents usually feature sensitive data and they have to be managed in the most adequate way possible.

Pension funds document scanning services are an ideal solution because they can simplify the hefty, cumbersome process. The reliance on such a service can deliver excellent results, regardless of the fund’s size and the number of documents that it has to deal with.

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With many document management solutions out there, it may be difficult to pick the right one. Some companies opt for the most reliable technology, others are looking for cost-efficiency. A shared drive will often be chosen because it’s quite affordable. There are various problems linked to its use, however. Here are a few of the biggest shortcomings that you’ll need to familiarize yourself with prior to opting for the solution.

Are you trying to operate a paper-intensive business? Interested in cutting costs and optimizing processes? There are various things you can do to reduce the number of paper copies and the sums you’re spending on record maintenance. Records scanning software is one particularly good idea.