It’s no secret that companies used to churn out a lot of paper in their day-to-day dealings. That has begun to change, especially as awareness has begun to rise about the excessive use of paper and how it has led to wide-scale deforestation around the globe. Some of the world’s biggest corporations have jumped on the bandwagon, and many are now promoting the use of only recyclable paper. Here’s an example: companies such as Apple, Google, and Samsung were renowned for selling expensive devices that used to come in big boxes accompanied by a thick set of manuals that were usually translated in several different languages. There were graphical user guides accompanied with every item. However, all that has changed; from laptops to smartphones, companies are now minimising the use of paper products, providing only the basic essentials and uploading all other relevant documents online. From the manual to any other relevant document, you can find everything on the company’s website.
This was not the case in the past, and most companies relied on printing documents and using them. From basic memos the managers and the bosses would send down to their subordinates to private security information of the company, everything was printed on papers and moved around. Having printed evidence is important since it helps establish an audit trail for the company. In case an audit is carried out, you need to have all relevant documents to prove any major transactions such as sales or purchases your business may have made in the past.
Making the Switch
If you look at the storage departments of larger corporations, you will probably find yourself lost in a sea of paper and cardboard boxes. There’s a lot of used paper found in these offices that the office workers don’t know much about, but still consider it too important to dispose of. In order to save space and improve efficiency within the workplace, it’s highly beneficial for your company to switch over to online storage. You can even hire a professional document storage company to scan all of your older documents and put them up online. There are many benefits why you should consider making the switch to the Web. Below are some key reasons why you and your company should do so.
Saves Space and Money
Rather than having to allot massive rooms for the safekeeping of documents, you can just put everything within a small USB. Most companies obviously want to take additional steps to secure their information, but regardless of what security measures you put up, you don’t have to worry about the size of the storage device increasing, even if you have millions of documents.
Finding the Right Document
Finding the right document becomes extremely easy if everything has been filed and neatly stored online. There are numerous sorting tools people can use in order to sift through the database and find just what they need within a few minutes only. You don’t have to worry about combing through all of those papers!