We live in a world of ‘cloud computing’ and assume that as long as we can’t see our files, they must be taking up no physical space and costing us nothing.
But the reality is that digital clutter is a massive weight on businesses today. It might be slight, but it’s there nonetheless.
Every duplicate spreadsheet, every outdated PDF, and every poorly organized folder all take up space and cost money.
They also take up time searching for the right file, paying for extra cloud storage, and worrying about server crashes and cyberattacks.
Many companies nowadays digitize all information, which creates the temptation to throw everything into the digital space without implementing an intentional, organized system for managing data.
The result is a noisy digital environment that creates a multitude of problems for businesses, such as slow productivity, increased storage costs, and a higher risk of data corruption or complete data loss due to a server crash or a cyber attack.
And that is a massive problem.
Building a resilient business requires more than just having an online presence.
While team members can quickly and easily share data in the Cloud, physical archiving of information can provide a vital safety net against digital chaos and disaster.
By keeping your most critical information offline and out of harm’s way, you can have peace of mind in knowing that your data is secure, even in the event of a cyber attack.
When it comes to managing highly sensitive documents, a trusted records management partner such as Corodata can help you safely and securely store your information offline, where it is protected from digital vulnerabilities and potential disasters.
The Mental Tax of the Endless Scroll
Has your life become a search for that one file or document you need to complete a task at hand?
Whether your desktop or your shared drive is your problem, or both, you are not alone.
Many organizations struggle with the many forms of digital clutter.
Digital information can cause a host of problems, including the biggest problems for your organization’s productivity and your employees’ morale.
For most organizations, problems are not seen as having a price tag.
Until they do, then they become a very heavy financial burden.
Digital information can cause a host of problems, including the biggest problems for your organization’s productivity and your employees’ morale.
But does it have to be this way? No.
As mentioned before, digital information is scattered everywhere and is hard to locate.
When information is scattered everywhere, employees waste time and effort searching for the information needed to complete a task, a project, or a client’s job.
Employees search everywhere for agreements, contracts, information, and other necessary documents, only to lose time and momentum along the way.
A majority of employees feel frustrated when searching for the information needed to complete a task or project for a client.
Why the Cloud Cannot Be Your Only Safety Net.
Even with the incredible convenience of cloud-based digital storage, the reality is that the Cloud is not infallible.
Businesses are constantly at risk of catastrophic losses from ransomware, power outages, and simple server crashes or data deletions.
But physical copies of your data are always safe – locked away in a warehouse or records storage facility far, far away from your office and impervious to every sort of disaster that could befall your company.
So, what is the alternative?
Another crucial point to remember is that a digital-only storage setup is essentially a fragile setup that could cause your business to fail.
Relying on a single cloud storage service means your company is one technical glitch away from being shut down. Servers can fail. Internet connections can go down.
Ransomware attacks can take control of your files. And the biggest threat of all – accidental deletion.
Physical backups and offsite records retention create a tangible layer of security to safeguard against the vast array of digital threats.
A physical copy of a record can’t be hacked. It can’t be lost due to a software bug or a lost password.
And that is what you need – physical storage of your core business documents and information to provide a definitive safety net.
Striking the Perfect Hybrid Balance
Cleaning up the digital clutter will not involve getting rid of the great digital tools you use for work; the challenge is figuring out how to balance what stays in the Cloud and what is stored on your hard drives.
1) Implement digital clutter removal regularly.
Spend time every month to remove temporary files and other “junk” from your digital files, put the archives for past projects in storage, and organize your main folders on your computer.
Remember to treat your digital files with the same respect you give your physical files, and get rid of anything that no longer serves a purpose.
It’s a small task, and once you start, you’ll be able to tackle it in no time.
Second, identify the critical information your business needs to function daily.
This information would be your corporate charter, original signed contracts, etc.
Highly sensitive information such as this needs better protection than simply storing it in a cloud folder.
They need better protection.
These critical documents should not reside in a cloud folder that is prone to environmental and cyber threats.
These sensitive documents deserve to be stored in a secure offsite facility that will preserve them for years to come.
By having your business’s most critical information stored in a permanent physical storage location, you will have taken the ultimate step in securing your company’s information and ultimately your business.
Organization is about control.
By taking control of your data, you can free up space in your brain to focus on growth and innovation.
You will be able to protect your business from the various risks in today’s digital world while creating a more organized and efficient work environment for you and your employees.
