Even in this digital era we still depend on paper documents. There are big requirements for document storage and this cannot be denied. However, for the past 30 years the storage industry in space has advanced dramatically in terms of better technology and the development of modern digital solutions, which offer new ways to improve offsite storage efficiency.
Here are 4 main ways of technology have increased offsite document storage:
Barcoding: Some document storage providers now choose to barcode boxes or their client files. Gone are the days of “storage in” and wait up to two weeks to receive your documents. Barcode technology allows professional storage companies to continue to monitor your records based on files per file, using a unique identifier database. Finding one document in a warehouse containing hundreds of millions has now been made as simple as finding it on your own table.
Bespoke software: Many professional archiving companies have developed newly ordered software to help conduct audit and monitoring files. At present the client is also given access to this rather than having to fill out the post-taking form. This process is of course very accelerating! This unique software package, in addition to the assistance of offsite storage companies, can reduce your own workload substantially. Such software also reduces the probability of clerical errors and data losses.
Online Tracking: As described in point 1, a unique reference barcode is now set for each file or box offers sophisticated ways to monitor files. When used together with the Internet, this actually opened a new revolutionary way to track and maneuver documents between various sites. Some of the better offsite storage providers will provide access to their clients to the online web archive management platform. This web-based system allows individuals to monitor, order and assign archives containing millions of files, based 200 miles away, with only a few clicks the mouse button.
Digitizing: With the rapid development in scanning technology more and more document storage providers choose to make this service as part of their overall package. It makes sense when their clients have kept extensive archives with them. More often than not, having a digitalization project carried out at home can be much cheaper than converting them to other companies a few miles away. Now is a general practice to digitize a legacy record after the date of their review with a minimum storage period. Many businesses, financial institutions become one example, finding thoughts to throw up with these documents is too risky. Now, instead of leaving them without limits to bloat warehouses, they can save digital back for peace of mind.