With rising office rents, can you afford to have an office cluttered with boxes of old files that consume valuable space? Not making the best use of your office space negatively impacts your productivity and profitability. Fortunately, you don't have to start from scratch when figuring out the best way to be efficient; just follow these quick and easy steps to optimize your office space.
Destroy Outdated Business Records
The first way to optimize your office space is by getting rid of old documents you no longer need. There is no good reason to hold onto outdated business records; besides taking up valuable office space, they increase your business' liability exposure. If an outdated document with sensitive or confidential information is stolen, it can result in a legal fine or penalty.
A professional paper shredding provider can quickly destroy your old documents with a one-time purge service. Locked shredding containers are delivered to your office for easy and secure disposal of confidential paperwork. Once the containers are filled, a professional shredding technician collects them for secure onsite mobile shredding or offsite plant shredding. You receive a Certificate of Destruction at the end of your purge project.
Use Less Paper
You probably have thousands of papers cluttering your office. Every printed document takes up space. Digitizing even a fraction of your paper records can drastically reduce office clutter and help you to be more productive.
Plus, it takes time to properly store every printed document. Paper based workflow processes eat into your productivity. With a document scanning service, your paper documents are professionally converted to digital files. Each step of the imaging process is handled for you by trained imaging technicians. They use specialized scanners and software to:
- Organize and prepare your documents for scanning
- Index your files for you
- Make each digital file searchable with Optical Character Recognition (OCR) software
- Transfer your digital images to portable media or enterprise content management (ECM) system
Digitizing your documents enables you to buy less paper and reduce the number of file cabinets needed to store your information.
Store Documents Offsite
You can optimize your office space even more by using an offsite storage facility to store the documents you need to keep. Just keep in mind that since your documents may include confidential information, it's important to have a secure offsite storage solution. A commercial records centre is much more secure than a self-storage facility. Every document is indexed and barcoded so it can be tracked for as long as it needs to be stored. You have secure online access to an inventory management database so you can view and request your documents anytime. They can be either hand-delivered to your office or scanned and sent digitally with a Scan on Demand solution.
A cluttered and disorganized office affects more than your wallet; it also impacts your productivity and morale. Use the tips we've discussed here to optimize your office space!
Docu-Dépôt provides paper shredding, document scanning and records storage services for businesses in Greater Montréal. For more office optimization tips, please contact us by phone or complete the form on this page.
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