The first thing to remember when it comes to business disasters is you need to protect your documents and maintain your document storage. Not many businesses use paperwork anymore as everyone leans more toward protecting their carbon footprint nowadays and moving over to an electronic system helps the carbon footprint. Filing cabinets stuffed full of file after file with personal customer or candidate details are turning into the thing of the past as most companies move over to document management software which can be held on servers in the office.
Being able to work alongside your IT Company and have a ‘cloud’ system where paper documentation is scanned in and saved to this is the best thing you can do for your company before a crisis could ever happen. The office is not a place that is protected from every issue in the world and while in the main, offices are made of bricks and thick safety glass, they are not always protected against disaster situations. Natural and human disaster can affect your offices and your business just as much as it can affect your home. Think of the bombings in London on 7/7 that affected the surrounding areas above the tube station or the 9/11 massacre, these are all horrific disasters that affected businesses.
Fire and flood are the two main disasters that can really hurt your business if you don’t have a backup system. Of course there are companies out there that are able to restore your documents back to their original purpose and these can cost money, but first and foremost protecting the paper work you have is important.
Hiring in a proper Electronic computer document storage to assist you with your transition from paper to software is a smart decision as you can offer training to your staff. Scanning in your paperwork and moving it online means that even in the event of a flood through the computer systems and existing IT infrastructure, you have your important documentation squared away and safe so you can access it all over again. A lot of companies have dusty basements or cellars stuffed full of filing cabinets and the issue with that is you can actually risk mould and mildew damage on the paperwork. Of course not every basement is unsafe for your documents but if the office is damp then you definitely risk it. Tightly packed paperwork doesn’t easily become affected by mould and mildew and there are several thousand species of mould all of which can be very damaging to paperwork. Not only that but it can have severe health and safety repercussions. Did you know that mould growth on water damaged documents can start within 24 hours? You have to move the documents to frozen storage to prevent this deterioration spreading. Air drying and freeze vacuum drying are the only ways you can restore paper documentation from water and mould damage but if you want to avoid the costs altogether then the best course of action for your business is to move your entire paper based system over to the cloud and use protected document management software. This way you can save yourself recovery action and a fat pay out!