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Stay one step ahead of environmental disasters with a document protection plan
/ Categories: Data Backup

Stay one step ahead of environmental disasters with a document protection plan

document protection planThe UK has experienced its five wettest years on record since 2000 and annual flood damage costs have been estimated to be in the region of £1.1 billion. By 2080, these are predicted to rise to as much as £27 billion.

With the chance of floods occurring at any time, organisations should look to develop or revisit their flood defence plans, especially when thinking about all of the important documents stashed away in a workplace. There are many ways businesses can go about doing this and it’s certainly worth considering given the amount of time it takes to recover from a flood.

Digital documents vs. Off-site storage

The two most popular ways businesses can protect their documents from damage is through scanning and uploading to the cloud or the use of secure off-site storage facilities. Some organisations may even implement both practices depending on their requirements.

Prioritising which documents you are planning to protect is important, as you may find that some documents you’ll be able to store online whereas others you may need to keep a hard copy. These could include signed documents, contracts and records.

Scan and store

Storing documents online, also known as cloud storage, is now even easier than ever before thanks to the wide range of services available. Once documents have been scanned and uploaded to a secure portal, online retrieval within seconds is one of the major benefits of this process. If your workplace is short of space, digitising documents will also allow you to reduce the amount of paper and important files stored in the office - freeing up much needed capacity.

Off-site storage

Off-site storage is a great option for hard copies, as they can still be retrieved within hours. Specialist off-site buildings are designed to withstand devastating events such as fires and water damage, giving you peace of mind that your documents are safe and easily accessible.

Remember!

  • Archive documents that you may not need in the office on a day-to-day basis and store them in a secure off-site storage facility
  • Digitise everything. Digital copies will reduce the risk of losing information. An added benefit is that cloud storage also cuts the time spent searching for documents lost in mountains of paperwork

An effective workplace is important to every organisation. Don’t let the loss of paperwork slow you down. Having a plan in place to prevent avoidable loss and damage is essential to provide business continuity in any scenario.

For more information on securing your documents, call 0808 278 6934 or visit our page: Storage Info

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