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Electronic Storage and Archiving

The requirement to keep copies of documents is becoming an ever increasing burden, and without a suitable electronic storage or archiving it can become costly, time consuming and take up a huge amount of space..

Sussex Document Solutions can provide you with an electronic archiving or e-filing solution that best fits the way you work, whether you want your data stored on a CD or DVD or whether you want access to it on the web.

Why is electronic document storage so important?

Security

Paper documents are a weak point in the security of any business. Where most electronic documents such as emails and spreadsheets are backed up on a daily basis, often hard copy documents are left to look after themselves despite being just as important.

By electronically archiving your hardcopies we can ensure your document security by providing you with electronic copies over the internet or on CD or DVD giving you the peace of mind of a secure back up for all your important documents. If you need a number of copies, say for Head Office and local offices or even for added security in case of fire or flood you can have as many copies of your electronic documents as you like.

Legal

Many documents such as HR documents, contracts, drawings, application forms, personnel records and tax documents need to be retained for a number of years. Electronic storage provides a neat and cost effective way of keeping these important and sensitive documents.

Efficiency

Have you ever tried to find a copy of an important document and taken hours to locate it in dusty archives or even mislaid it entirely? Having an indexed electronic copy of your paper documents overcomes the frustrating and sometimes fruitless search. All your documents are backed up and available to you in an instant.

Cost/Space

Document archives take up space and space doesn’t come cheap. Looking for archived documents can take up time and time means money. Electronically stored documents avoid the need for valuable physical storage space and costly time needed to search for documents.

Many large businesses have sophisticated document management procedures that are either outsourced, utilise expensive scanning and storage equipment of are linked to software programmes such as CRM (Customer Relationship Management) and/or ERP (Enterprise Resource planning). A medium or small business doesn't need this sort of investment; Sussex Document Solutions provide a more convenient, low cost alternative.

Paper Document Storage

We also provide physical storage if you want to archive your hard copy documents, but don't have the space on site. All paper documents stored in our offsite facility are indexed and catalogued in line with our usual document management procedures and can be retrieved for collection or faxing the same business day as long as they are requested prior to 4pm. We are happy to deliver items to you, but they will be sent out the next business day.