In the not-so-distant past, "document storage" made us think of towering filing cabinets packed to the brim with meticulously labelled folders. Yet, with the relentless march of technology, the landscape of document storage has undergone a profound transformation. Nowadays, we find ourselves in an era where the hum of servers has replaced the clinking of physical file drawers. In this blog article, we explore the concept of document storage, physical and digital storage and the best practices.
It may seem like an obvious answer, especially as we deal with it daily in the business world, but document storage is how an organisation stores, manages and preserves its documents. When you've created a document, where does it go? Where does it live out its life cycle? It becomes second nature to 'save' a document in its rightful place following procedures, but the reasoning behind the act runs deeper than you first think.
In other articles, we've highlighted the act and importance of document control, specifically for invoices, records, and contract management documents. However, in this article, we're talking about documents in the broadest sense and overall business practices when it comes to document control.
There are thousands of document types, all with specific requirements based on legal and business legislation, which means staying compliant with how to store these documents is vital for seamless business workflows.
An organisation is required by law to retain documents for certain periods. This is usually six years but could change depending on the specific document and requirements — always check to ensure compliance. Document storage also plays a crucial role in information management, ensuring that documents are easily retrievable, secure from unauthorised access and capable of adapting to an organisation's evolving needs. Here are some of the features of document storage:
Information preservation
Document storage ensures the preservation of important information. Physical documents and storage files can degrade, become lost or be damaged by environmental factors, while digital storage methods help maintain the integrity and longevity of data.
Easy retrieval and access
Efficient document storage allows for quick and easy retrieval of information. Well-organised storage systems, whether physical or digital, enable users to find and access the required documents promptly, saving time and enhancing productivity.
Collaboration and sharing
Digital document storage, primarily through cloud-based solutions, facilitates seamless collaboration among individuals and teams. It enables real-time access to documents from different locations, fostering teamwork and improving efficiency.
Regulatory compliance
Many industries are subject to regulatory requirements that mandate the secure and organised storage of documents. Implementing proper document storage practices helps organisations adhere to compliance standards, avoiding legal issues and penalties.
Risk mitigation
Document storage contributes to risk mitigation by providing a backup of critical information. In the event of physical disasters, such as fires or floods, or digital threats like data breaches, having secure and redundant document storage helps safeguard against data loss.
Security and confidentiality
Document storage systems, especially digital ones, often have security features, including encryption, access controls and audit trails. These measures protect sensitive information, ensuring only authorised individuals can access and modify documents.
Workflow efficiency
Organised document storage enhances workflow efficiency by reducing clutter and facilitating structured information management. It minimises the time and effort required to locate and manage documents, contributing to smoother business processes.
Scalability and adaptability
Digital document storage solutions, particularly cloud-based options, offer scalability to accommodate growing data volumes. Organisations can quickly adapt their storage capacity to match changing needs without the limitations associated with physical storage constraints.
Cost savings
Efficient document storage, particularly in digital form, can save costs. It reduces the need for physical storage space, minimises printing costs and lowers the expenses associated with manual document management.
Why we need to store documents is one thing; how we store them is another. This can be broken down into two simple categories: physical and digital storage.
Physical document storage refers to storing documents in a tangible, non-digital format, typically in filing cabinets, shelves or offsite storage facilities. While electronic document management systems are becoming more popular and widely used, physical document storage remains relevant for various reasons. Here are some key aspects and considerations related to physical document storage:
Filing systems
Traditional filing systems use folders, cabinets and shelves to organise and store paper documents. Documents are often categorised, labelled and arranged systematically for easy retrieval.
Document organisation
Efficient physical document storage requires a well-thought-out organisational structure. Documents may be sorted alphabetically, numerically, chronologically or by other criteria depending on the nature of the documents and the organisation's needs.
Security measures
Security is a critical aspect of physical document storage. Access to sensitive documents may be restricted to authorised personnel, and additional measures such as locks, keys or access logs may be implemented to protect confidential information.
Offsite storage
Some organisations opt for offsite storage facilities to house archived documents. These facilities provide secure, climate-controlled environments to protect documents from environmental factors, such as temperature fluctuations and humidity, that could lead to deterioration.
Preservation and conservation
Physical documents are susceptible to damage over time. Adequate measures, such as proper storage conditions, handling procedures and occasional inspections, are essential to preserve and conserve documents, particularly those with historical or legal significance.
Legal and compliance requirements
Industries and organisations are subject to legal and compliance requirements that mandate the secure and organised storage of physical documents. Adhering to these regulations is crucial to avoid legal consequences.
Backup and redundancy
Physical document storage may involve creating duplicate copies or backups of important documents. This redundancy ensures a secondary copy in case the original is lost, damaged or destroyed.
Space management
Physical document storage requires dedicated space within an office or a designated facility. Efficient space management is essential to accommodate the growing volume of documents without clutter or disorganisation.
Migration to digital solutions
While physical document storage is still widely used, many organisations are gradually transitioning to digital solutions for improved accessibility, efficiency and collaboration. The need for faster information retrieval and reduced physical storage costs often drives this shift.
Digital document storage involves using electronic systems and technologies to store, organise and manage documents in a digital format. This method has become increasingly popular due to its efficiency, accessibility and ability to leverage advanced features for information management. It’s also highly argued that digitally storing documents is safer than physically storing them. Here are key aspects and considerations related to digital document storage:
Search and retrieval
Digital document storage enables quick and efficient search and retrieval of information. Users can employ search functions to locate specific documents or information within documents, saving up to half of employees' time compared to manual searches in physical filing systems.
Version control
Version control features in digital storage systems track document changes over time. This ensures that users are working with the most up-to-date document version and allows for retrieving previous versions if needed.
Access controls and security
Digital document storage systems provide robust access controls and security measures. Organisations can define user roles, restrict access to sensitive information and implement encryption to protect documents from unauthorised access.
Automation and workflow integration
Automation features in DMS platforms streamline document-related workflows. This can include automated notifications, approvals and document routing, improving overall efficiency and reducing the risk of errors.
Scalability
Digital document storage is highly scalable, allowing organisations to adapt to changing storage needs. As the volume of documents increases, additional storage space can be quickly provisioned without the physical constraints associated with paper-based storage.
Collaboration and sharing
Collaboration is greatly enhanced in digital environments. Multiple users can collaborate on the same document in real time, and sharing documents becomes seamless, regardless of physical location.
Disaster recovery and backup
Digital document storage facilitates efficient backup and disaster recovery processes. Regular backups can be automated to prevent data loss in the event of hardware failure, system crashes or other unforeseen circumstances.
Cost efficiency
Digital document storage often results in cost savings. It eliminates the need for physical storage space, reduces paper usage and minimises printing, shipping and manual document handling costs.
Sustainability
Digital document storage contributes to environmental sustainability by significantly reducing the consumption of paper and other physical resources associated with traditional paper-based document storage. By adopting digital document storage practices, organisations can align their operations with eco-friendly initiatives, become paperless offices and reduce their overall environmental footprint.
A document management system, or DMS, is a centralised platform for storing, organising and managing digital documents. Users can easily upload various document formats, organise them into a hierarchical structure and assign metadata for improved searchability. A DMS also incorporates robust access controls, version control and security measures to protect sensitive information, ensuring compliance with data protection regulations.
Powerful search functionalities facilitate quick document retrieval, while collaborative features support teamwork. Integration with other systems streamlines data flow and backup mechanisms ensure document safety. A DMS provides a comprehensive solution for efficient, secure and organised document storage and management within organisations.
Adopting a system like a DMS to store business documents is a strategic imperative for organisations seeking to optimise their information management processes and move away from physical documentation. Ultimately, digitising these processes improves operational workflow management and future-proofs an organisation by providing a scalable and adaptable solution for the evolving challenges of document storage and management in the digital age.