File cabinets are a staple piece of office equipment in businesses around the world. However, just because these cabinets have been around for a long time, it does not necessarily mean that they are the right choice. In this digital age, document scanning services are far more effective than traditional filing. If you don't agree, learn just some of the ways in which file cabinets could be hindering your company.
Space
File cabinets take up a great deal of space. In fact, room that could be used for essential office equipment or larger workspaces for your employees is consumed with these large structures. If you have limited space to begin with, you don't have any space to waste. As your company expands and you gain more customers, you will only have to multiply the number of file cabinets you have, which will just take up even more space.
On the contrary, document scanning is digital. There are no file cabinets. You instead can store your files on a cloud or hard drive that frees up space in your office.
Security
File cabinets are a severe security risk. Many businesses have a great deal of personal data about their clients, including addresses, social security information, and credit card numbers. An untruthful employee or an outside intruder could access the file cabinets and steal their information. Any harm caused to the client due to your lack of ability to secure their information could lead you to face penalties, both legally and financially.
Document scanning keeps your files encrypted and secure. Only employees with authorization will be able to access the data. Depending on the system you store your scanned documents in, you can also monitor access to files, so you can keep a record of which employees are accessing what information.
Retrieval
Have you ever had a client on the phone looking for specific information, urgently? If you were relying on file cabinets, you had to end the call with the customer, head over to the file cabinet and try your best to locate the information. If this type of behavior is common, your customers might start to look at you as being unprofessional.
Document scanning cuts down on your time for retrieval. Given the previous scenario, your employee could access the information the customer needed immediately.
Update your business and upgrade to document scanning services. A scanning company can take all your files and transform them into a digital format that you can quickly and securely access. Contact a company to make the conversion today.