Whether you’re moving your office across town or just around the corner, it can be chaotic and stressful. You need to think about floor plans, moving trucks, reestablishing your IT network, and transporting all that paper. Preparing box after box of records and file cabinets is not only tedious but also potentially disastrous if you’re unprepared to keep them protected from the elements and properly labeled. Fortunately, you don’t actually have to take your paper documents with you.
Document management systems
An easier, more effective alternative is to scan your documents and store them in a cloud-based document management system (DMS). Instead of packing documents in a moving truck, they will be stored in cloud servers that can be accessed from any internet-enabled device.
This means you won’t have to worry about damaged or lost files during the move. They’re guaranteed to be secured and backed up in offsite servers, and you’ll be able to access your files whenever you want.
Scanning documents prior to your office move may take a bit of time — although probably not much more than sorting and boxing them — but it will save you hours in the long run. High-tech DMS systems like PairSoft come with easy-to-use document capture features which digitize the text in scanned documents to make them searchable.
So instead of taking time to physically sift through stacks of paper to find certain documents, you and your employees can retrieve it with a simple search query in a matter of seconds.
Office relocations put businesses at risk of having their data end up in the wrong hands because when things are in transit it’s very difficult to make sure everything is under a watchful eye. It’s not difficult to imagine a scenario where contents you have sitting in the back of an open delivery van, or in front of the can be misplaced or lost.
But if you are using a cloud-based DMS, it will be equipped with cutting-edge intrusion prevention tools managed by world-class security experts around, eliminating the chance of random data breaches. And the files will be stored on multiple servers, providing redundancy that ensures you always have a copy available.
The best part about switching to DMS is the cost savings. According to a recent study, filing and maintaining a four-drawer file cabinet can cost up to $25,000. And since most offices have more than one, they can take up a lot of space and slow down productivity.
By scanning your files instead, you can get rid of expensive filing systems and significantly increase the amount of space you have in your facility for more productive endeavors. And even if you already work in a big office, you can use the extra real estate to install more workstations, servers, and furniture to make the most out of your investment.
What’s more, since everything is stored in the cloud, you have a lower risk of losing data, which costs around $220 per file.
A fresh start
Office moves are also the best time to evaluate what processes you should leave behind, and what new processes will allow your company to work more efficiently. Paper-centric processes are simply too slow, costly, and error-prone for forward-thinking businesses. Besides, the last thing you want is to clutter up your brand new office with a mess of file cabinets, boxes, and paper.
Are you planning an office move? If so, it’s not too late to consider cloud-based document management systems like PairSoft. Sign up for our services today to get rid of all your file cabinets, free up valuable office space, and streamline your operations.