Document storage is a no brainer. It frees up space in your workplace, saves on storage costs and gives your business breathing room so it can grow in other areas. But what’s the best approach to document storage and how have you chosen to do it? Here some of the sillier ideas we’ve come across for storing documents and the savvy solutions we recommended instead.
Shipping it to Antarctica
Have you noticed how much space Antarctica takes up on a globe? Imagine how many secure warehouses you could put there. We know; the mind boggles. It’s only a matter of time before document storage companies make a move on the icy continent and recruit sea lions as alternative guard dogs. Protecting documents from the frost may prove tricky though, as would retrieving the documents at speed.
Secure, super-fast retrieval
We might not have figured out frozen tundra storage yet, but we do have sites that are protected and restricted access. So they’re probably even tougher than an ice shelf for data thieves to get at. The other advantage is that we can retrieve and deliver archived documents to you within a matter of hours. It might not be like having a vault in Antarctica, but it is like having your own secure compound just down the road, with easy access for you and no one else.
Recruiting Sherlock Holmes
The guy remembers everything. He’s uses that Mind Palace thing and could probably store all the world’s sensitive data inside his head. We’ve been trying to recruit him as a consultant for a while. Unfortunately, we can’t seem to get hold of him. Of course, there’s a rumour going around that he’s not actually real… but he’s faked his own death before, so he’s probably just as capable of faking his non-existence.
Advanced barcode tracking
In the absence of the famous detective, we’ve still got a savvy way to keep tabs on everything we’re storing. Our advanced barcode tracking system logs everything within our auditable document management system, ensuring your documents are effortlessly tracked and traced. It’s our very own Mind Palace.
Zapping everything till it fits into a small desk drawer would be wonderful. But we can’t seem to find a shrink ray that works. Of course, we’d also need a growth ray that could zap documents back to their original size, or else we’d have to supply our clients with complementary microscopes. Perhaps we haven’t thought this one through.
Other ways to make it micro
“Honey, I Shrunk the Documents to a Manageable Size,” might not make for the most exciting Hollywood title, but it can still bring you joy. Converting documents to microfiche or microfilm can create secure back-ups of critical information that are guaranteed to last for 500 years (unless you want us to destroy them for you). We can take care of the micro conversions in addition to or instead of storing the original hard-copy records.
Unless of course, you are ready to fully embrace…
Everything’s going digital these days (except a few things like gardens and teeth). It’s not just a trend to follow aimlessly, it is a secure and efficient way to store sensitive data. We have a scan on demand retrieval service that can return documents to you electronically within two hours, should you need them.
Essentially, our savvy solutions (if we do say so ourselves) stop you from worrying or wasting time on document storage and retrieval, which means you get to focus on your business instead. Which is the way things should be. If you’d like to find out more about how we can help you thrive, or you’ve managed to locate Sherlock Holmes, don’t hesitate to get in touch.