With the rapid advances in technology it would only seem plausible that eventually there would be an option for businesses to utilize digital filing systems. There are many ways that this can be implemented. Storing to a hard drive (internal/external), company based server, or using cloud based storage. With cloud based storage, you may upload files of your choosing to a large (ginormous!) server and possibly pay a monthly fee depending upon the amount of storage you require. This method of digital filing is rapidly gaining popularity. There are obviously pros and cons to doing so, and you should weigh the importance of each to make the decision that is right for your business.
First, let us discuss the cons:
- Obviously the first and most important concern would be security. You must be sure that the provider that you rely on to store your files uses a secure method of encryption during upload and storage to ensure that your documents remain protected from outsiders. I highly recommend acquiring a copy of the privacy practices from your chosen provider detailing how you will be protected.
- There is also the possibility of someone obtaining your login information and using it for their own gain. That is where it is your responsibility to protect this sensitive information. Always store your login information in a secure place, and change your password frequently!
- The possibility exists of a system meltdown within the storage service provider. This could also happen to your system. I recommend backing up your information in your server or hard drive as well as the cloud. This way you are doubly protected from losing any of your information.
- The concern of time investment in order to establish this system could also be present. Depending on the amount of documents that you choose to upload this could be very time consuming. When you have a business to run, time for tedious (although important) tasks such as this is a rare commodity. Do you have the tools you need to accomplish this quickly and efficiently? I highly recommend a high speed scanner with a document feed! This can be outsourced to a company with the right equipment and staff that is experienced in creating online filing systems (wink, wink). This can save you both time and money.
The pros are many.
- How many times have you been in a meeting or on the road and needed to access a document quickly but could not get to it because it was stored on your computer at the office? With Cloud based storage you can access your documents from anywhere with your web enabled phone. All of your information is at your fingertips while on the fly.
- In the event of a server meltdown or a computer crash that wipes out your hard drive, your information will still remain available. If by some chance there is a natural disaster, your information is protected as well because it is stored remotely. You won't need to worry about losing anything!
- Office space is freed up. You no longer need to store large boxes and filing cabinets full of paper! Besides, who wants to dig through piles of paper anymore when there is a far more cost effective and faster way to access what you need? You no longer need to purchase large amounts of paper and filing folders. (You might even save a paperclip and a staple or two! Think of the possibilities!).
- Digital filing is great for the environment! Obviously there will be lass paper waste, and all of the previously physical documents that you upload will be shredded and recycled!
Electronic communication in the business world has nearly replaced paper communication and faxes. You can now e-file your taxes, use auto pay to pay your bills, and send documents all without using a scrap of paper! Now all you have to do is save an attachment and upload it to your system. Gone are the days of printing documents and glaring at the overflowing “To File” basket on your desk!
_________________________________________________________________________________
Blog created by Colleen Tapia - Owner and Manager of Innovative Administrative Services, LLC
