How To Reduce Productivity Costs Through Excellent File Management
Documents are an essential piece of any running business, small, medium, or large. It’s safe to say they are the lifeblood of businesses. However, in today’s fast-paced world, working with paper-based, hard documents is not a viable option. It’s slow, tedious, and inefficient.
Today, we’ll talk about file management; how a simple document- and file-management tool can do wonders for your organization. We look at different ways such a tool can cut costs, increase efficiency, and ultimately help your business achieve success.
Let’s dive in.
1. By reducing storage costs
Printed documents need space to be stored. Yes, we know — storing something as thin and light as a paper file doesn’t feel like much — but it adds up. Imagine sorting and storing hundreds and thousands of documents from your organization’s lifespan. The results are pretty messy.
By not having to deal with hard documents anymore, you can save on important storage space. While storage a few files doesn’t take a lot of space, storing hundreds of thousands of them does. By using a modern file management system, you will eventually save lots of storage space and use it for more meaningful purposes.
2. By reducing supply costs
Printed documents are, well, printed on paper. Each file has to be printed on a piece of paper, and paper doesn’t come free of charge. You have to bear the costs of paper, as well as other commodities needed to curate and store the files, like tables, shelves, files, and other stuff.
By not having to purchase any of the storage and printing facilities, you will save a lot of money. Again, these costs don’t feel so substantial in the short term. But they do add up when you talk about years and years of files and documents.
3. By saving you time
Time is arguably the most important asset you can have. There are a lot of other crucial things you can do to improve time management, spending time on research and development for instance. And it’s possible to save a lot of time by not having to deal with hard-printed documents.
For instance, let’s say you need to find a file from 2005 about a client you worked with. If you try to find it through your generic paper-hunting techniques, it will take time and human effort. You would have to find the storage compartments that store documents for clients of 2005. Then, you’d have to skim through files of various months, weeks, and days, to find the right document.
Now let’s say your documents are curated by a file management system. All you have to do is search the inventory using the built-in search functionality. You can use the name of the client, their SSN, the order number, or any other unique identifier to find the file. Of course, the identifier you use also depends on the file management system you choose.
4. By boosting security
In most cases, digitally-stored files are more secure than physically-stored ones. If you’re relying on offshore storage facilities to store your paper-based documents, risks are even higher. A data breach could cost you millions, based on the worth of the records you store.
Digitally-stored documents are less likely to be stolen. If your file management system relies on modern storage and security practices, your documents will be much more secure. Furthermore, you can also limit the system’s access to your organization’s IP addresses. To check out such features, you can use a VPN to try and access the files from a different location. But be sure to use a reliable, high-quality VPN for the purpose. Research and find the best VPN list to choose from.
5. By improving disaster-recovery
Natural disasters can strike at any time; there’s no real way you can fight them. However, what you can fight is the odds of losing crucial data when a disaster strikes. If you store your files and documents in a physical facility with no backups, a natural disaster could cost you millions.
However, with a proper file-management system in place, you won’t have to worry about losing access to crucial data. You see, many cloud storage platforms store your data on more than one server at a time, so even if a disaster strikes at one of the storage facilities, the other ones will hold your data just fine.
The bottom line
So, these are all the ways you can reduce your operational and production costs through effective file management. 2022 is not the year to rely on physical storage facilities to store printed documents, it’s a digital era — be digital.
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