Rule 1 - It should be automatic.

Just like backing up data; repetitive, boring jobs often don’t get done. It’s best to have an automatic procedure in place to take care of it for you. We will pick up your files, scan them in, and drop them back off to you. Simple!

Rule 2 - Files should be easy to find.

In a typical office, it’s amazing how much time is wasted trying to find that all-important file. What could be easier than using a search box for that file, and when you open it you can even search within that file for a word or company name? Perfect for storing receipts and invoices.

Rule 3 - Files should be easy to retrieve.

Getting files back from a physical document storage facility is usually a slow affair. Driving out to the facility and back again is time consuming and needless. Some storage places will even charge you for the privilege. Not only is our facility online and available anywhere but you can even have a copy on your local server at no extra cost.

Rule 4 - There must be multiple backups.

Losing a file is never good. Having a backup is a sensible way to put your mind at ease, and alleviate any problems if something goes wrong. Better still, a third copy will protect you in that rare “what are the odds?” scenario!

Rule 5 – It must be secure.

Your files must be stored in a secure way to prevent unauthorised access. Traditionally this is done with a lock and key. We go one step further by encrypting your each and every file with a password that only you know. So even in the unlikely case that someone gets a hold of your files they won’t be able to read them.

Rule 6 – The medium must last.

Paper files will last indefinitely if stored properly. Unfortunately we leave our files out in the sun and in high humidity environments that can fade and damage them. They can also be torn, lost or be damaged by spilt liquids, rats and other vermin. New receipts are printed on thermal paper that are known to fade over time. Scanning the document will preserve it forever against all these threats.

Rule 7 – It must be cost effective.

Before jumping into electronic document storage you should compare your current storage and access costs with electronic storage.

• What are you currently spending on storage?
• How much employee time is wasted looking for documents?
• What retrieval fees are you paying?
• How much money would you spend replacing all your files if they were lost/destroyed?
• Do you travel or pay couriers to collect files?
• Do you have sensitive data that could cost you money if it fell into the wrong hands?
• Do you have fading documents?
• What value do you place on a second copy of a document?
• What will be the cost of physical storage in 5, 10, 20 years?