Almost every individual, government agency and business owner have documents that are processed on a daily basis regardless if they have a paperless office system. During any given day, we process a great deal of transactions without ever having to print copies, however, items such as contracts, invoices, receipts, purchase orders, and all legal documents require paper back up for filing purposes.
Almost every individual, government agency and business owner have documents that are processed on a daily basis regardless if they have a paperless office system. During any given day, we process a great deal of transactions without ever having to print copies, however, items such as contracts, invoices, receipts, purchase orders, and all legal documents require paper back up for filing purposes.
These documents must be kept in a secured storage area for a number of years as required by law.
What Is Document Security?
Document security is defined as the means in which important documents are filed, stored, processed, backed up, delivered, and eventually disposed of.
Storage and backup of your documents involves a great deal more planning than simply deciding which type of filing cabinet or lock you will purchase. It involves understanding the space and means in which to store documents for safe keeping and easy retrieval.
In an attempt to save space, many companies hire document storage facilities like Kenwood moving and storage to store the documents instead of paying to lease more space. This is a cost effective method of document storage, however, there is an even more important reason to consider storing your documents than saving space. It is called document security.
Document security is a highly sophisticated document storage service that requires a facility to be safe, secure and have trained individuals who handle, retrieve and store documents on behalf of other companies.
Avoid Common Document Storage Mistakes
If documents are not properly packaged and labelled it can be difficult to locate the file. Most document storage facilities complete the entire process for you because they have their own sorting, packing and retrieval system.
You would be surprised to learn how lax the storage of important financial documents is and how easy it is for criminals to access them. Many people seem to understand that there is a huge threat to online security but fail to realize that paper documents are even less secure and easier to access.
Filing documents in a locked drawer, cabinet or storage room does not guarantee they are secure because anyone can reproduce keys, pick locks and break doors. The fact is, there is no screening process for employees in a regular office situation.
Also, damage can occur to these documents and render them useless if a fire or flood occurs.
Document Storage is a Necessity
While document storage might seem somewhat inconvenient, costly, and rather time-consuming, the loss of your documents will cost a great deal more, not only for you, but for your partners, clients and staff as well.
Using a secure document storage facility is the safest, easiest and most cost effective way to ensure proper storage of documents because the staff in these facilities are screened for security clearance, the warehouse is properly secured and documents are placed in damage resistant areas. Only people with proper clearance can access your documents and when they are eventually destroyed, the documents are shredded beyond recognition to ensure further security.