Revising your flood protection plans? Consider document scanning & secure document storage services

Document Storage Services CleardataLast weekend the UK witnessed huge destruction as Storm Desmond teared its way across the country. Leaving 43,000 homes without power and 6,000 homes flooded. The devastating effects caused by the heavy rain fall has left people questioning the flood defences that were put in place following the 2005 flooding. With this being said, can you be sure your business has got the correct defences in place to protect your paperwork from flood damage?

Many businesses greatly rely on paper based files, documents such as contracts, employee files and training records contain crucial information that cannot easily be replaced. Don’t leave it until it’s too late, consider document scanning or using secure document storage services.

  • Digitising your paperwork provides a backup of key information. Once your documents are in electronic format, files can be indexed using naming conventions to suit your requirements. Information can be accessed using a keyword search from your desktop, meaning staff no longer have to spend wasted time searching through large amounts of paperwork.
  • Consider storing your information off site. Secure document storage facilities purpose built for housing documents are protected by the latest technologies including smoke and water detection, providing crucial protection for documents in a flood disaster scenario. What if I need to access my documents? Files can be sent back using a scan on demand service, information is returned electronically within two hours.
  • Cloud technology is now being integrated into our daily lives, many of us use it to back up our personal information e.g. photos and mobile phone data. Cleardata’s cloud document management system has been designed with businesses in mind. Information is safeguarded by password controls, allowing only staff intended to retrieve information. Files can be accessed from any location using a web browser and integrated workflow allows documents to be routed to staff in different departments.

For further information about Cleardata’s Document Scanning or Secure Document Storage Services contact our team on 0800 046 8081.