Businesses today are creating and managing more data than ever before. In fact, it’s estimated that the global data sphere will grow to 175 zettabytes by 2025. For organizations handling large volumes of documents, finding efficient and secure storage solutions is crucial. While offsite records storage facilities might seem like a viable option, they come with significant drawbacks. This article will explore six key disadvantages of using a records storage facility and highlight nine reasons why digitization is a superior alternative for modern document management.
1. Major Inconvenience
Using a records storage facility often means restricted access to important documents. Lack of 24/7 access can lead to significant delays in decision-making and reduce overall productivity. Businesses may experience poor customer service due to inefficient document retrieval systems, causing further frustration. Additionally, issues with audits, lawsuits, and compliance can arise from a faulty paper trail, making it difficult to meet regulatory requirements promptly.
2. High Costs
The expenses associated with offsite document storage facilities can be substantial. Ongoing rental fees for storage space add up over time, making it a costly long-term solution. Additionally, travel time and costs for employees to retrieve documents can further strain budgets. Increased labor costs due to inefficiencies in document retrieval and handling also contribute to higher operational expenses. These financial burdens, combined with the potential loss of customers and liability risks, make offsite storage an expensive option for document management.
3. Security Concerns and Risks
Physical Risks
Storing documents offsite exposes them to various physical risks. Facilities can suffer damage from fire, pests, water, and other environmental hazards. Issues like mold, mildew, and general document degradation are common problems that compromise the integrity of important records.
Data Breach Risks
Documents are vulnerable to exposure during transport and handling. The lack of control over access at the storage facility raises the risk of unauthorized access and data breaches. Without stringent security measures, sensitive information can be compromised, leading to significant legal and financial consequences.
4. Misplaced and Misfiled Documents
Offsite storage facilities increase the likelihood of documents being lost or misplaced. Multiple touchpoints and mishandling during the transfer process can lead to critical documents going missing. This creates a burden on budgets due to the need for manual records management and tracking. The consequences of misfiled or lost documents can be severe, impacting business operations and compliance with regulatory requirements.
5. Issues with Multiple Copies
Offsite storage can lead to uncontrolled distribution of document copies, resulting in potential version disparities. When multiple copies of a document exist in different locations, it becomes challenging to ensure consistency and accuracy. For example, outdated schematics or contracts may cause costly mistakes and operational errors. Maintaining a single, up-to-date version of each document is essential to avoid confusion and errors, which offsite storage can complicate.
6. Regulatory Compliance Challenges
Ensuring proper document tracking is a significant challenge with offsite storage. Misplaced or lost documents can lead to serious issues during audits, making it difficult to demonstrate compliance with regulatory standards. The inability to promptly produce the required documents can result in penalties and legal complications. Reliable document management technology is crucial for meeting regulatory requirements, and offsite storage facilities often fall short of providing the necessary oversight and accessibility.
The Advantages of Digitization
1. Secure Storage
Digitization offers enhanced security for document storage. Digital files can be encrypted and stored in secure data centers, significantly reducing the risk of unauthorized access and physical damage.
2. Instant Retrieval
With digitized documents, retrieval is almost instantaneous. Employees can access needed files from anywhere at any time, improving decision-making and productivity.
3. Efficient Indexing
Digital documents can be indexed and categorized systematically, making it easier to search for and locate specific files. This reduces the time spent on manual searching and minimizes errors.
4. Cost-Effectiveness
Digitization eliminates the ongoing rental and transportation costs associated with offsite storage. It also reduces labor costs related to document retrieval and management.
5. Space-Saving
Switching to digital storage frees up physical space previously occupied by filing cabinets and storage boxes. This space can be repurposed for more productive uses within the organization.
6. Backup Availability
Digital documents can be easily backed up and stored in multiple locations, ensuring data recovery in case of a disaster. This provides an added layer of protection against data loss and long-term data storage.
7. Enhanced Compliance
Digital systems offer better tracking and audit trails, simplifying compliance with regulatory requirements. Documents can be easily monitored and accessed during audits.
8. Improved Disaster Recovery
Digitized documents are less susceptible to physical damage from natural disasters. Cloud storage solutions offer robust disaster recovery options, ensuring business continuity.
9. Reduced Privacy and Information Breach Risks
Controlled access and encryption reduce the risk of privacy breaches and information theft. Digital document management systems offer advanced security features to protect sensitive data.
Security Features of Reputable Document Management Systems
When it comes to managing sensitive documents, choosing a reputable document management system is crucial. These systems are designed with advanced security features to ensure the highest level of protection for your valuable data. Here’s why opting for a reputable provider makes a significant difference.
Encryption of Stored Documents
Reputable document management systems employ advanced encryption techniques to protect stored documents. Encryption ensures that even if unauthorized access occurs, the data remains unreadable and secure.
Controlled Access with User Permissions
Document management software provides controlled access features, allowing administrators to set user permissions. This ensures that only authorized personnel can access sensitive documents, reducing the risk of data breaches.
Regular Security Audits and Compliance with Industry Standards
Top-tier document management systems undergo regular security audits to ensure compliance with industry standards. These audits help identify and rectify potential vulnerabilities, maintaining a high level of secure document storage.
Real-Time Monitoring and Alerts for Unauthorized Access Attempts
Real-time monitoring capabilities allow for the immediate detection of unauthorized access attempts. The system can alert administrators to potential security breaches, enabling prompt action to protect sensitive information.
Embracing Digitization with MES Hybrid Document Systems
Offsite document storage facilities present numerous challenges, including major inconveniences, high costs, security concerns, and the risk of misplaced documents. They also complicate the management of multiple document copies and regulatory compliance. In contrast, digitization offers a modern solution with secure storage, instant retrieval, efficient indexing, cost-effectiveness, space-saving, reliable backup, enhanced compliance, improved disaster recovery, and reduced risks of privacy breaches.
Embracing digitization for document management can transform how businesses handle their records, providing a more efficient and secure alternative to traditional offsite storage. MES Hybrid Document Systems specializes in digital storage solutions, offering state-of-the-art document management systems designed to meet the needs of modern businesses.
For more information on how digitization can benefit your organization, contact MES Hybrid Document Systems today and explore our secure and efficient document management solutions.
