Why Successful Businesses Outsource Document Storage

In the dynamic world of business, companies are continually seeking ways to streamline operations, increase efficiency, and maximize profitability. One such strategy gaining prominence among successful enterprises is to outsource document storage. While it may seem like a mundane task, the implications of efficient document management are vast. Here’s a deep dive into why this move is so beneficial.   

Be Cost-Effective with Outsourced Document Storage

Many see storage as a waste of money when filing cabinets exist. You may think that a filing cabinet is a once-off payment, but you are paying rent for the space it takes up. They’re just files, how much space could they take up? Well, it turns out it’s a lot. The average 9 foot² filing cabinet can hold 10,000 documents. This is the same amount of documents created by one employee per year!   

Not only are filing cabinets a waste of money, but they’re inefficient too. Onsite manual file management has proven to end up being ineffectual time and time again. In fact, 96% of office employees are frustrated with their business’ information management. And it’s no wonder, with the average office worker spending over 2 hours a day searching for, sharing, and storing files.  

Handling this process onsite increases the chance of documents being lost. It also means sensitive information in files can be seen by those without permission. Professional providers have measures to ensure this doesn’t happen in their facilities. Barcoding, controlled access, and 24-hour CCTV are only a few security methods in place.  

Focus on What Matters Most 

Companies who outsource document management are better able to focus on core business. Time spent searching for documents is a waste of your employees’ time and talents. This is without considering having to recreate lost files from scratch. When building a successful business, the last thing you should be worrying about is files.   

This is easier said than done when so much of your team’s time is spent finding, sharing, and organising files. Spending hours dealing with files on a daily basis is unnecessary and wasteful. And let’s be honest, managing documents isn’t an interesting task. Tedious jobs cause your employees to be less engaged. Performing more meaningful, challenging tasks ensures your team are motivated. Engaged staff will give you a 202% higher cumulative performance.  

Not only will outsourcing improve your bottom line, but it will reduce turnover. Boredom is a large reason for people leaving their jobs. 33% of people changing jobs cited boredom and the need for new challenges as their reason for leaving. Outsourcing document management allows you to focus on engaging tasks that better serve your business. See how a county council boosted their focus and productivity here.  

Be More Flexible 

Onsite storage means when you need a file you have to travel to the office for it. Commuting can take a long time, and it’s expensive. People were able to make plenty of savings during the pandemic without the commute. The BBC reported on a woman in London who saved £6,000 (that’s over €7,000) over 6 months from working remotely! London is the most expensive city for public transportation.   

Dublin has been named the 2nd most expensive city for public transport in Europe. Public transport costs commuters an average of €121.59 per month. Storing your files offsite saves employees’ money and offers greater flexibility. Record management providers can deliver your files anywhere and often within 24 hours.   

This means your employees can get their information delivered to their door. No more spending hours and hundreds on commuting. Storing files offsite facilitates remote working. And the option to work remotely is proven to attract and retain more applicants. Jobs offering this receive 7 times more applications. And 40% of potential candidates consider workplace flexibility a priority.   

Make the Most of Your Space 

As we know, filing cabinets and other storage takes up a lot of space. By outsourcing document storage, you can get rid of cumbersome cabinets and shelving. This free space can be used in many ways. Downsizing or renting out office space is a great way to save money. But you also have the opportunity to transform this space into a wellness/break room.   

Increased morale, engagement, and productivity are just some benefits of a functional and comfortable break room. A break room with a relaxed atmosphere can positively impact their well-being. Having a space to recharge and relax can significantly reduce work-related stress. Ensuring your team are happy and healthy helps avoid burnout. Over 80% of employees’ experience stress at work with 2/5 people experiencing burnout. This is important for overall health and productivity.  

So, why do successful businesses outsource document storage? To ensure their continued success is the short answer. The longer answer is that it allows you to focus on what matters most to your business while maximising productivity and staff retention across your business. The benefits clearly outweigh the cons. Unsure of where to get started on your outsourcing journey? Don’t worry, here at Kefron we have the experience and expertise to advise you on every step of the journey. Check out our informative whitepaper on record storage or chat to one of our experts today!