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Storing paper documents vs. digital files

It could be worth it for companies in South Africa to re-consider the way how business documents can be stored and archived. The digital universe is currently rising by 100% every two years, thus it could be a wise idea not to let your company be left behind in the paper trail.

Remember: the more paper business documents exist, the more challenging it becomes to find the file that you are actually looking for. The ease of instant retrieval through computer or any portable device outweighs any benefit that paper documentation could have.

High document storage costs:
The physical space needed to store paper at your local office will add up and up throughout a company’s lifespan. With the increasing price of rent and property space in Johannesburg and other business hubs across Southern Africa, these costs could potentially be avoided by digitalising paper documents.

Good reasons for not keeping paper documents:
The main benefit is surely instant retrieval and no physical storage space required for digitalised documents. But there exist more good reasons to avoid paper business documents:
When you have scanned documents on hand to send, it will be much faster than having to scan a document each time it has to be shared.

Safety can be applied in terms of security and hazards. Data security is becoming more important and will companies will soon be required by law to protect client information. Therefore your scanned documents will be protected by new measures any methods installed to control threats. Additionally, if there is a fire or a flood in the building, documents will be safely backed up, with no threat of losing them.

Basically there are no limits in scanning, you can scan absolutely anything! Crown Records Management have scanned numerous documents, files, photos and even x-ray reports to help our customers archive their files and business data more efficiently.

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