Happy Tuesday! You’re here to read more of my ramblings, aren’t you? Today, we’re going to talk about one of the biggest parts of document management: Storing your documents. How you choose to store is entirely up to you, but there are some good methods out there, from physical files on site, to digital files in the cloud. Let us help you take charge of your documents!
PHYSICAL FILES: A tried and true method of managing your files is storing them on site, in file cabinets. All of your documents, stored neatly in alphabetical order, in file cabinets. Ideally, your cabinets should be in a secure location, such as in a locked room to prevent unauthorized access. Access to these files should ideally be controlled by access devices, such as simple keys, or even a proximity card reader driving an electronic door lock. The area should also ideally be monitored using security cameras. The majority of filing cabinets can be locked using a standard key.
DIGITAL FILES: The big thing in the present day is keeping your documents in digital storage. Whether this is done via a local file server within your network, or via a cloud storage solution like Google Drive or Microsoft Onedrive, Digital document management is just as big as physical document management. Controlling access to digital documents is fairly simple as well, by limiting who can access your storage solutions. Digital document storage is a wonderful, and very ideal companion to physical files, and is considered an extremely viable way to back up your physical documents!
Digital files are also a great way to enable easy collaboration not only within your office, but even points beyond!
You may be wondering: Where does my copier come in all of this? Well, it comes in many places! Your copier will not only allow you to scan physical documents into digital files, but you can also print your digital files into physical ones if you need to!
Whether you decide to go with on-site physical documents, digitally stored documents, or both, you can rest assured that CopyLady has you covered in every way possible!