Like any government entity, your municipal government generates countless records on a regular basis. These records can be hard to manage, as they can take up a great deal of space and make it difficult for you to handle future records and archives. However, the last thing that you want to do is destroy or ignore your current archives and records. They should be preserved. Here are the reasons why municipal governments should preserve all of their documentation, past, present and future:
Libraries manage a lot of documentation. In fact, a library can have so much documentation to manage that even the best run library can have a tough time keeping up with it. As you try to make room for new scholarly articles, news reports and other documents -- which flood your library every single day -- the management of your archived data can seem completely untenable. Fortunately, you do not have to add a whole new wing to your library just for your latest round of archived documents. This is all thanks to the wonders of modern technology. Here is what you should do:
Does the thought of archiving your records make you break out in a sweat? If your staff threatens a revolt whenever you suggest an office organization project, you need a way to make the process simple and headache-free.
Top 4 benefits to electronically archiving documents
Hazards of not electronically archiving documents
No matter what size or type of company you are, storing all of your documents in filing cabinets can be a real hassle – and even a danger. Not only can it be unorganized and difficult to manage but the risk of losing or damaging the documents is great and in that case you would lose important records. Yet thanks to rapid developments in technology, it is becoming increasingly more popular (and easier) to go paperless. At MES Hybrid Document Systems, electronically archiving documents is one of our specialties.
Why is archiving documents electronically so important? Archiving documents electronically has a number of benefits:
- It eliminates paper waste and is more environmentally friendly
- It allows you to organize your files in a consolidated, easy-to-access place that can be accessed virtually anywhere you have an Internet connection.
- The chance of losing your data is much lower than with paper documents; as long as your information is backed up, you can store years and years of documentation as long as you need to without worrying about loss
- Archiving documents electronically also allows you to share information more easily with coworkers and customers without having to pay storage or file retrieval fees
- You can save yourself or your company a lot of money by reducing or eliminating paper use.
Document management solutions in Ontario provide unmatched benefits to organizations wanting to streamline paper processes. However, some of these solutions can be complex and costly. An experienced document management company can show you different options for accomplishing your company’s goals.
For archiving documents, microfilm has been a popular choice for decades. It was originally developed in the 1800s and gone mainstream by the early 20th century.
If you really want to protect your important documents online and offline, the best way to do that is to archive them. Archiving documents is a safe and effective way to make sure that they're protected even if something happens to your computer's hard drive. You can have your documents archived online so they're "in the cloud" but still completely protected from hackers and other harm. There's minimal risk, but there's a lot of benefits to having your documents backed up in a location that's not on your computer or in your home.
When your business depends on information for continued operations and/or regulatory compliance, archiving documents on microfilm can provide the necessary safety net. Properly safeguarding your company information delivers unmatched peace of mind. Because of the vulnerabilities with digital data, microfilm makes a wise backup choice.