Five reasons why you should outsource your document storage
For many businesses, retaining paper-based documents isn’t only preferable but it can also be a legal requirement. For instance, certain hard-copy documents have to be kept for a long period of time e.g. patient records, PAYE details, occupational health records and accident reports.
However, storing thousands of documents on-site can be rather problematic. It doesn’t only drastically reduce the amount of space within your offices but your company may not be equipped with the security measures to ensure the safety and protection of your important documents.
Fortunately, The Maltings Document Storage Solutions provides a secure offsite document storage facility that includes a variety of benefits on why you should be storing your documents off-site, with us.
Here are 5 reasons why your company should archive their documents with MDSS:
Space
Having your documents stored on-site can take up an enormous amount of space, even when they’re located in filing cabinets or kept in a specific warehouse.
By moving your documents and having them stored at one of our secure archive facilities, you would be creating valuable space in your own premises. Whether this space is to be used for a less-cluttered and safer working environment or it’s to be allocated for other purposes, it’s space in which to run your business.
Security
Storing your own documents makes your company very vulnerable by risking important records being damaged, stolen or lost.
As specialists in providing secure document storage services, MDSS’s enhanced secure sites ensure that your sensitive paper files are completely protected against natural and incidental disasters.
The company’s main document storage facilities are protected by the latest technology and security. Our sites are monitored by 24/7 CCTV. The company is also fully compliant with GDPR legislation and is accredited with IS0 9001 for Quality Management, ISO 14001 for Environmental Management and ISO 18001 for Health and Safety.
Fast Document Access with our Document Storage Solutions
Locating particular documents may prove to be rather difficult if they’re stored in your own premises. Rummaging through filing cabinets to search for a single document can be frustrating and rather time consuming.
Custom indexing and retrieval methods can be utilised when you archive your documents with MDSS. The company offers a scan on demand system which is part of MDSS’s document storage service. This allows customers to request documents to be digitally sent to them in emergency situations.
Increased Workflow and Employee Efficiency
Filing, sorting and locating documents takes a lot of time which is subsequently wasting your company time and money, employing staff to ultimately search through documents.
Outsourcing your documents to MDSS allows your staff to be more productive – benefiting your company rather than constantly filing documents.
Archive Management
Not only is searching for your documents a hassle but attempting to manage and identify what documents you actually have is equally annoying.
MDSS offers a bespoke document archive management system that allows our customers to manage their documents’ life cycle. Clients are able to make a physical file request, arrange collections and deliveries to add additional documents to archive, manage the destruction of documents and view the activity and audit trails. This records management system means customers will always be in control of their own documents and can simply request required actions regarding their life cycle.
