3 major differences between document management and document storageApril 14, 2015 No Comments
Featured article by Debbie Fletcher, Independent Technology Author
As a business it is of great importance that you keep those official documents safe and filed correctly to protect yourself and your customers. However, when it comes to keeping papers safe simply storing them alphabetically in a filing cabinet won’t do.
So what are the main differences between document management and document storage? Both appear to be essentially the same sort of system, taking your important paperwork or files and keeping them secure and filed correctly so you can return to them later. However there are some differences that may make you lean towards one more than the other.
1. You can carry out document management yourself, while document storage requires an external company
Document management can be easily completed in your office, by filing away paper documents alphabetically or simply using software that allows you to easily file and manage documents in folders, on your computer or online on the Cloud. With more and more companies opting to adopt online filing solutions or even a server based Intranet, document management is quickly becoming a common theme in offices.
Document Storage is when you enlist the help of an outside company who will take your documents and keep them safe away from the office in secure facilities. Service providers such as Kelly’s Document Storage offer facilities that are covered by high-end security and offer easy retrieval and collection of important documents.
A service provider can also destroy important documents when they are no longer required for you. You set the deadline and then leave it in their hands.
2. You can access documents at any time, anywhere with document storage solutions
Most document storage service providers offer to scan in your documents, which can then be accessed by you at any time of day, anywhere in the world. This creation of copies also offers more security for you. Should the physical document be damaged or lost you will have a back up version that can be used. Document management limits the accessibility of your documents, unless you store them on a laptop.
3. You don’t need to worry with document storage
While you can find yourself manically searching a document management system for that file, with document storage everything is done for you – from the labelling of documents, to scanning them in, to uploading them on a secure server you can access anywhere. You won’t even need to worry about the ISO 9001 Accredited Certificate of Destruction when a document is destroyed to give customers piece of mind.
When it comes to securely filing documents it’s important that you choose a system that works best for you. If you want to free up office space and time, document storage is the ideal option as you allow a credited company to manage potentially sensitive and important paperwork. Document management allows you to manage your own system, using purpose built software (check out this guide on the best ones out there) while also running your business alongside.
However, when it comes to making a decision, simply choose a system that works best for your budget, your business and your industry.