It’s Time to Improve the Way We Manage Documents

There was a time when taking care of important documents involved physically storing them in a safe. Though that still works, it’s not exactly the most convenient filing system in today’s fast-paced and plugged-in world. According to Inventiva, the way documents are managed, stored, and filed, needs to be upgraded to match modern times.

Technology and the cloud have already provided revolutionary changes to businesses and individuals across the globe, but they could be so much better. Far too many companies are taking advantage of cloud services, but they are treating it like it’s the late 1990s and not 2019.

Currently, 7.5% of all documents get lost and 3% of the remainder get misfiled. Even businesses that involve plenty of high-tech and innovation, they still struggle with document challenges like misfilings and similar issues. Even businesses that utilized cloud storage aren’t doing themselves any favors by not taking advantage of more updated and innovative features. Whether you’re an individual hoping to get better organized in your personal life or you’re trying to improve efficiencies across your organization, you should consider revamping your digital file cabinet and upgrading your cloud storage capabilities.

Additionally, even if you have a top-of-the-line digital storage service, you still most likely have boxes and boxes of physical documents that are doing nothing but taking up space. Organizations still think “paper first,” which just simply isn’t how business is done nowadays. Ditch the rooms with cardboard boxes filled to the ceiling and focus on digital storage.

Here are some costly mistakes that you should avoid when focusing on storing your important documents and information:

  • Not making copies — As long as you’re using an updated cloud server, you should be fine. But you just to make sure, you should make numerous digital copies of all your important documents.
  • Neglecting to backup everything — Backing up your data is one of the most important steps when it comes to protecting your information. If you’re not backing everything up, a single power outage or digital hack could ruin all your files.
  • Overestimating employee loyalty — For any business to succeed, you need to be able to rely on your employees. But you should never trust brand-new employees with valuable company information. Consider requiring all employees to sign nondisclosure or noncompete agreements.

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