The Use of Technology in Document Storage

Even in this digital age we are still highly reliant on paper documents. 

There is a huge requirement for document storage and there’s no denying this. However, over the past 30 years the offsite storage industry has advanced dramatically in terms of better technology and the development of modern digital solutions, which offer new ways of increasing offsite storage efficiency.

Here are 4 key ways that technology has improved offsite document storage:

          Barcoding

Some document storage providers now choose to barcode their clients’ boxes or files. Gone are the days of “deep storage” and waiting up to two weeks to receive your documents. This barcode technology allows professional storage companies to continually monitor your records on a per file basis, using a unique identifier database. Finding a single document in a warehouse containing hundreds of millions has now been made as simple as finding it on your own desk.

Bespoke software

Many professional archiving companies have developed their own bespoke software to help perform file audits and monitoring. Nowadays clients are also given access to this rather than having to fill out postal retrieval forms. The process has certainly sped up a great deal! These unique software packages, alongside the help of an offsite storage company, can reduce your own workload substantially. Such software also reduces the probability of clerical errors and data loss.

Online tracking

As outlined in point 1, the unique reference barcodes now assigned to each file or box offer advanced ways of monitoring files. When used in tandem with the Internet this really paves a revolutionary new way of tracking and manoeuvring documents between various sites. Some of the better offsite storage providers will give their clients access to online web archival management platforms. These web-based systems allow individuals to monitor, order and reassign archives containing millions of files, based 200 miles away, with just a few clicks of the mouse button.

Digitisation

With the rapid development in scanning technology more and more document storage providers are opting to create these services as part of their overall package. It makes sense when their clients are already storing vast archives with them. More often than not, having the digitisation projects performed in house can be much cheaper than outsourcing them to another company many miles away. It is now common practice to digitise legacy records following their review date by minimum retention period. Many businesses, financial institutions being one example, find the thought of disposing with these documents too risky. Now, rather than leaving them indefinitely to bloat in warehouses, they can instead keep a digital back up for peace o mind.