Internally storing company documents in filing cabinets and on racks comes at a high price. Although it may seem like the most obvious way to deal with large backlogs and data archives, it is by no means the cheapest and most efficient.

To adequately deal with company archives you should not only be making sure that your documents are being stored safely and securely, but also that they are being stored at the minimum expense so that you can focus on the future. Once you are aware of how quickly internal archive systems can eat up money and resources, the benefits of external archive storage solutions will become more clear.

Outsourcing your document archives to an external storage facility will help cut on spending, prevent data loss, delegate resources efficiently, and organise documents more effectively. Perhaps the main takeaway from this blog post is that external storage ultimately pays for itself due to the space it saves and the freedom it permits. Let’s take a closer look at how…

Saving space with archive storage solutions

With the cost of office space being so high (especially in capital cities with increased demand), companies should be getting value for money out of their premises by making the most out of their space. The average cost of office space in the City of London (ft2 per year) is around £63, therefore the overall cost of storing internal archives in city offices can rack up incredibly quickly.

For example, using filing cabinets that take up 8ft2 will end up costing a total of £504 per year – more money than most people are willing to spend on storing archive documents which are rarely accessed or used. External storage facilities charge a much lower cost on the whole, saving you plenty of unnecessary expense on archiving.

More space = more opportunity

Moving your company archive documents into external storage will immediately free up space, allowing you to either downsize your office and prevent unnecessary costs or use the new space for something a lot more cost effective. If your office has an entire room for archives, external archive storage solutions will grant your company more space in which to expand.

Whether this means hiring more staff, buying extra equipment, or building a meeting room, using the space in a way that generates revenue for your company will prove more lucrative than using it for keeping old archives. If growing your company demands a bit of extra room, you should consider outsourcing your document storage to a document management service and make the most out of any valuable office space that opens up as a result.

Focus on the things that matter

When you outsource archive storage through an external service you will no longer have to spend time organising and searching for company documents in your internal archive system. The process of creating and maintaining inventories can take up a lot of valuable time and effort, which is especially problematic when your workforce is smaller and maximum efficiency is key. Your employees could no doubt be spending their working day on more important tasks that will directly benefit your company – so why not cut out the red tape?

Outsourcing your archives does not necessarily mean losing control of them. Quite the contrary. Document storage services will happily take the helm and relieve you of your storage duties. They will not only store your archives in a safe and secure location with alarms and 24hr CCTV, but also manage your documents by logging each one and keeping a secure online database. When you require access to any of your documents they can either scan and email them to you or retrieve the physical copy for speedy delivery. Give your employees more time and energy, and your company will likely benefit from more effective operation as a result.

.With various packages on offer alongside data management, scanning, and shredding services, our priority is to meet the long and short term needs of your company while keeping all your documents as safe and secure as possible. Feel free to get in touch to make an appointment and discuss your requirements with one of our friendly storage consultants.

February 23, 2018

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