• Homepage
  • Our Solutions
    • Document Storage and Records Management
      • Deed Storage
      • Long Term Storage
      • Media Storage Solutions
      • On Demand Storage
      • Onsite Management
      • Secure Vault Storage
    • AP Invoice Automation Solution
      • Start Your AP Journey
      • ERP Integrations
      • Why Kefron AP?
    • Online Document Solutions
      • Online Document
        Management Software
      • Online Document Storage
    • Scanning and Data Capture
      • Scan to Digitise
      • Scan to Process
      • Digital Mailroom
    • Business Process Services
      • Data Management
      • Data Subject Access Requests
      • Securities and Deeds Management
  • Who We Are
    • About Kefron
    • Who We Are
    • Contact Us
    • Working with Kefron
  • News & Events
    • News & Events
    • Articles & Updates
    • Customer Stories
    • Upcoming Events
    • On-demand Events
    • Select Location
    • Ireland
    • United Kingdom
    • Rest of the world
  • Let’s Talk
  • Republic of Ireland website
  • UK website
  • Rest of the world website

Top 5 Reasons for Storing Documents in a Purpose-Built Facility

At some point in the evolution of a business, the question of where to store the increasing volume of documents comes up. Whether for business continuity, or minimum legal retention requirements; should you introduce a more sophisticated store and search solution yourself, or pay for a purpose-built facility? 

If you are planning to build a business case, here are the top 5 reasons that compel businesses to switch:

1. Disaster Prevention

Keeping documents secure is vital for disaster prevention, sensitive data, and GDPR compliance. It means you can always access your business-critical information. It is easy to misplace a file in an office setting which can lead to a breach of GDPR. Handling hardcopies so the wrong person can’t access sensitive data is difficult. But it doesn’t have to be! Any purpose-built facility will have the highest level of security for your documents. Protecting your documents is priority number one for your document storage provider. 

Kefron provide modern security, disaster prevention systems, and access control in line with best practice. Only those pre-authorised by your business will be able to access your information. This can be done on a department-by-department basis. This means only those who should see your business’ information will. The threat of disaster ruining your records is kept to a minimum. This is important because 70% of businesses that lose records due to disaster would fail within 3 weeks. These are regularly reviewed and updated so the highest security standards are kept. 

2. Compliance

The added security offered by a purpose-built facility better ensures compliance. All staff in such a facility will have signed confidentiality and non-disclosure agreements. They will also sign any you provide. Once your information enters the care of their staff, it stays there. Being able to assign permissions prevents sensitive information from getting out. This is not the only way offsite storage prevents a GDPR breach. Another significant part of GDPR is following retention periods. 

 According to GDPR, documents must be stored for a certain period depending on the type. To lose or destroy one is to be non-compliant, which has serious consequences. Not maintaining a file for the appropriate period can violate the second category of obligations under GDPR. This can result in a €20 million fine, or 4% of your business’ worldwide annual turnover, whichever is higher. When storing information with a storage provider, you can set retention dates, and even then, nothing will be moved or destroyed without the proper authorisation. See how Wicklow County Council achieved tighter controls with Kefron.  

 3. Relocation

Relocating is a difficult process for your team. Maintaining the information kept in business-critical files is vital. Losing physical documents during a big move is easy to do. But replacing the data in them is not. Despite the move, your company must continue business as usual to keep your clients’ trust and business. To do so, you need your organisation’s financial, client, and HR information to hand. files. Having to contact staff and clients to replace this information is an admin heavy task. And one that your team should not have to worry about on top of relocating.  

Make the most of the move and transfer your files to a purpose-built facility. Your files will be kept safe and easy to retrieve. With extensive cataloguing and tracking your files won’t be left behind or in the wrong box. Should you need the information, many providers offer same day delivery or scan back. This means that your data is always to hand, so your business can focus on making the most out of the move. See how the Medical Council benefitted from Kefron’s storage and scanning services while relocating.  

4. Downsizing

Leasing an office space is costly. With rent across Europe continuing to rise, it’s time to start considering other ways to save. Where moving offices may not be possible for some, downsizing has become more achievable. Hybrid and remote working have led to less and less people coming into the office. This opens opportunities for businesses to downsize to save money and resources. 

Many are hesitant to make this change as they need the space to store their documents. However, if you move your files to a document management company you will free up so much space. Plus forcing staff to journey into the workplace just to access a file is a waste of everyone’s time. With a purpose-built facility, files can be sent to wherever you are, whether it be your workplace or home. This saves you and your staff significant space and time, allowing for downsizing. 

5. Reduced Overheads

Being able to downsize is hugely beneficial. Storing your documents offsite not only saves money on rent, but in many other ways. As included in a discussed further here, one filing cabinet in a Dublin office costs €1,008 / £900 per year and €2248 / £2,007 in London. It costs approximately €20 to file a single document. Even then, the average employee spends 400 hours per year searching for documents. Filing and misfiling documents costs your business and wastes your teams’ time.

Misfiling, or even losing, files is a frequent problem for companies as 1 out of every 20 files is lost. To find one of these misfiled documents costs €110 and should it remain lost, it takes 25 hours to recreate each lost document. So, let’s say your company creates 100 physical documents a week in your Dublin office:  

  • It will cost €2,000 worth of labour to file them. 
  • 5 will be lost and it will cost €550 to recreate them. 
  • The filing cabinet they are kept in will cost you €20 that week. 

 Onsite document management will cost your company €2,570 for one week! And that’s without considering the time taken searching for documents. Storing your documents with a purpose-built facility will not cost nearly as much. It also minimises the risk of losing any of your files, saving you further.  

With these reasons, it’s hard to see why you wouldn’t build a business case for offsite storage. Though the project may be daunting, the long-term benefits make it more than worth it. To start the move to a purpose-built facility, get more information from Kefron’s experts today. 

BlogDocument Storage

Read time: 5 minutes

Related articles

The Hidden Cost of Onsite Document Storage

Read time: 5 minutes

BlogDocument Storage

How much does it cost to store documents in your office? With space at a premium, and the minimum storage requirements increasing, businesses are evaluating if savings can be made by storing documents offsite. We provide helpful tips in calculating w...

Read more

How local council achieved tighter controls through new file management system

Read time: 6 minutes

Customer StoriesDocument Storage

Wicklow County Council provides a range of housing, transport, sanitary and amenity services to County Wicklow. The Council has faced significant file storage and management problems. The key weakness of the filing system was that no single method fo...

Read more

How Document Storage Can Help Maximize Your Office Space

BlogDocument Storage

Space in the workplace is important. But even as working restrictions begin to lift, maintaining a Covid19-safe working environment remains a priority, placing your office space at a premium. So, how can it be maximised? Off-site Document Storage is ...

Read more

5 Reasons To Store Title Deeds Offsite In A Secure Storage Centre

BlogDocument Storage

There is no doubting the significance title deeds have in legal terms. But for legal firms, businesses and organisations who have the responsibility to keep such documents safe, the challenges of managing, storing and securing them can be extreme. St...

Read more

6 Reasons Why Transparency in Documents and Records Management Is So Important

BlogDocument Storage

It is no secret that proper document storage practices are a cornerstone of handling data correctly. It’s not just about keeping client and employee data secure, it’s about keeping track and ensuring easy access and retrieval. To this end, transp...

Read more

How Document Storage And Records Management Enable The New Workplace

BlogDocument Storage

Not very long ago, the offices a company had spoke volumes of their corporate image, standards and ambitions. But events over the past year have caused a sea-change. The office is no longer seen as a necessary working environment. Companies are rethi...

Read more

4 Ways Transparency Is Boosted via Document and Records Management

BlogDocument Storage

It is no secret that transparency is an important part of any business’s operations, not least because of its critical role in good governance. So, when it comes to document and records management procedures, having a management system that fully s...

Read more

Getting Back to Business: How We Are Helping Our Customers Return to Work

BlogDocument Storage

As Covid-19 restrictions are gradually being lifted many businesses across the country are facing the task of preparing the workplace for the return of their workforce. Through their Return To Work Safely Protocol, the Irish Government has laid out a...

Read more

How Customer Relationship Boosts Customer Retention And Your Bottom Line

BlogDocument Storage

Ask any business mogul and they’ll confirm business is as much about relationships as it is about getting deals done. It’s not especially difficult to boost the customer experience by boosting the customer relationship that drives it and customer...

Read more

Are Your Title Deeds Safe? The importance of storing in a Secure and Safe Environment

BlogDocument Storage

For businesses and individuals, title deeds are extremely valuable documents. So when it comes to storing them, ensuring the storage environment is safe and secure is essential. Vault storage facilities need to satisfy some important criteria if titl...

Read more

Get in touch

Ireland
53 Park West Road
Dublin 12, D12 F8RK
T: +353 (0)1 438 0200

Connect with us

twitteryoutubeinstagramlinkedinfacebookvimeo

  • Privacy Statement
  • Terms And Conditions
  • Sitemap

© Copyright 2023 Kefron. All Rights Reserved

We use cookies on our website to give you the most relevant experience by remembering your preferences and repeat visits. By clicking “Accept All”, you consent to the use of ALL the cookies.
Cookie Settings Accept All
Manage consent

Privacy Overview

This website uses cookies to improve your experience while you navigate through the website. Out of these, the cookies that are categorized as necessary are stored on your browser as they are essential for the working of basic functionalities of the website. We also use third-party cookies that help us analyze and understand how you use this website. These cookies will be stored in your browser only with your consent. You also have the option to opt-out of these cookies. But opting out of some of these cookies may affect your browsing experience.
Necessary
Always Enabled
Necessary cookies are absolutely essential for the website to function properly. These cookies ensure basic functionalities and security features of the website, anonymously.
CookieDurationDescription
cookielawinfo-checkbox-analytics11 monthsThis cookie is set by GDPR Cookie Consent plugin. The cookie is used to store the user consent for the cookies in the category "Analytics".
cookielawinfo-checkbox-functional11 monthsThe cookie is set by GDPR cookie consent to record the user consent for the cookies in the category "Functional".
cookielawinfo-checkbox-necessary11 monthsThis cookie is set by GDPR Cookie Consent plugin. The cookies is used to store the user consent for the cookies in the category "Necessary".
cookielawinfo-checkbox-others11 monthsThis cookie is set by GDPR Cookie Consent plugin. The cookie is used to store the user consent for the cookies in the category "Other.
cookielawinfo-checkbox-performance11 monthsThis cookie is set by GDPR Cookie Consent plugin. The cookie is used to store the user consent for the cookies in the category "Performance".
viewed_cookie_policy11 monthsThe cookie is set by the GDPR Cookie Consent plugin and is used to store whether or not user has consented to the use of cookies. It does not store any personal data.
Functional
Functional cookies help to perform certain functionalities like sharing the content of the website on social media platforms, collect feedbacks, and other third-party features.
Performance
Performance cookies are used to understand and analyze the key performance indexes of the website which helps in delivering a better user experience for the visitors.
Analytics
Analytical cookies are used to understand how visitors interact with the website. These cookies help provide information on metrics the number of visitors, bounce rate, traffic source, etc.
Advertisement
Advertisement cookies are used to provide visitors with relevant ads and marketing campaigns. These cookies track visitors across websites and collect information to provide customized ads.
Others
Other uncategorized cookies are those that are being analyzed and have not been classified into a category as yet.
Save & Accept