HR Best Practices for Keeping Employee Data Safe – Reasons to Outsource Document Management Back

Outsourcing is a great strategy when it comes to enabling businesses to focus on their core business needs. It is an efficient way of building up a business as it saves a lot of time and effort. There are many different aspects of a business that can be outsourced, and this includes your document management. 

Outsourcing your document management can free up a lot of time so that you can focus on the truly important parts of your business in a cost-effective manner. If your business has complex processes, a lot of incoming work, or very fast growth, then these are some cases where outsourcing would be beneficial. 

There are a number of reasons why outsourcing your document management would be very beneficial to your business. Please see the list below for the main reasons why outsourced document management is a great solution to your document management needs: 

Reduce Pile-Up of Paper

No matter the size of your business, it’s likely that you get through a lot of paper. While a lot of businesses are moving to paperless solutions, there are some things that require paper use as a necessity. Most companies produce large amounts of documents regularly and these can take up a lot of space in the office that could be used for more revenue-oriented operations, and it is why many consider external paperwork storage facilities.

Paper clutter also created the illusion of a disorganized company. When a client visits your office, it would be much better for it to look tidy and organized than completely cluttered with paperwork. A more organized office creates a nicer work environment and reduces employee stress levels. It also creates a more aesthetically pleasing environment for any visiting clients. Outsourcing your document management can help with creating digital copies of your work that are easily accessible from a computer or phone and this leads to much less paper clutter. 

Regain Control of Your Business

If you struggle with locating documents on a regular basis, then an outsourced document management company would be perfect for you. Managing large amounts of paper documents can be difficult to keep track of. Using a document management solution will help you to gain control of your paperwork and will allow you to access your files within seconds without having to search through piles of papers. 

Paperwork can be digitized making it incredibly easy to locate the file you’re looking for at the click of a button. A document management company will provide you with a user-friendly system that allows you to search and filter your documents. All documents can be tracked using a barcode system and can be located immediately. This instant access and filtration of your documents saves a lot of time and effort on searching which frees up your employee’s time for more important core job responsibilities.  

Increase Employee Productivity and Reduce Staffing Needs

Many companies will hire people specifically for the role of managing and maintaining all of the company files and paperwork. By outsourcing this work to a document management provider, you will not only free up employee time, but you will also be able to reduce your staff needs and ultimately save money. 

Your existing staff will also be able to focus more on the important parts of their job without wasting company time tirelessly looking for documents as and when they need them. 

A Customised Data Solution for Your Business

Every single business has unique challenges when it comes to document management. An outsourced document management company can provide you with customised solutions that will suit the specific needs of your business. 

An example here would be if your company requires long-term record retention but has a very low volume of retrieval, the most cost-effective solution would be to avoid converting every file. A better solution would be to work with a document management company who can manage large volumes of data off-site but have the capability to provide your records to you on demand in an electronic format. This will allow your employees to work with electronic files daily but saves a lot of time and energy for your company as it prevents the need to convert years’ worth of files into electronic format. 

No matter the size, scale, and type of your company, an outsourced document management solution will be able to provide your business with a customised solution to your specific document management needs. 

Peace of Mind

Poor document management is becoming increasingly more dangerous and could result in business costs in the millions in extreme cases. Security breaches are becoming an increasingly high threat and so it is more important than ever to ensure that your documents are kept safe and confidential. 

Not only do data breaches cost a hefty amount of money, but they can also affect the trust that people have with your business. This can make it very difficult for your business to recover from the data breach. 

With the right document management solution, you will be provided with an unbroken chain of custody throughout every process of your documents. Furthermore, this will also ensure that your company complies with all of the relevant government data protection regulations so that your business remains compliant and credible. 

Are You Looking for Secure Outsourced Document Management Services?

Secure Storage Services are the number choice for document management in the North West of England. We provide a range of services including secure document scanning, secure document storage, and document shredding services. 

We manage millions of documents at our secure facilities in Cheshire and Merseyside and are trusted by a number of companies around the North West of England. We offer a professional approach to everything we do and apply a strict ISO-grade procedure to every job. This ensures documents are kept secure in a cost-effective way and according to strict business procedures. 

For more information about our off-site document storage, document shredding, and document scanning services, and competitive pricing, why not give us a call today? Contact us on 0151 293 4000.