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Physical Or Digital? Two Systems For Document Storage In Los Angeles

By Expert Author: Ruby Badcoe

They may specialize in different things like manufacturing, retail, recreation, and tourism, but the major industries of Los Angeles share the same basic needs that small businesses have. These needs include document management and storage. Los Angeles document storage companies have at least two ways to get this done:

Physical Storage

Vaults, cabinets, and warehouses are standard fare as far as document management plans are concerned. Physical storage systems are more familiar and common even though they occupy space and require active supervision to keep them safe and well-managed. In some instances, however, reinforced storage units are better than digital storage systems.

Some documents, like old land titles and historical papers, are too fragile to be placed on a scanner. Rather than risk destroying them during the digitization process, fragile documents are better off stored in climate-controlled vaults to protect them from the elements. Old letters written on papyrus, for example, are very brittle and can even crumble when exposed to fresh air.

Digital Storage

If resources like space and manpower can’t be allocated for document storage, then the digital route would certainly make an appealing option. Once an electronic copy of physical file has been made, the copy can then be sent to servers or stored in a hard drive for safekeeping. Most companies that provide document storage in Los Angeles also offer scanning services to help in this regard.

Of course, digital storage systems are not perfect. On one hand, they save space, provide better security, and are easily-accessible. On the other hand, they also require computers and a stable internet connection, which equates to technical knowhow that some people may not have. In addition, a widespread power outage may render most digital storage systems inaccessible.

Considering that physical and digital storage have their own strengths and weaknesses, though, it may be best for any document management plan to simply employ both options. Visit technet.microsoft.com/en-us/library/dd163512.aspx to learn more about proper document storage and management.

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