Companies that have been around for more than a few years know how important their business data is. Unfortunately, the longer a company has been around, the more data piles up and has to be stored. Even recently established businesses will soon find out that data storage may end up costing more than they first thought. Fortunately, there is a way that you can reduce the costs of data storage.
First of all, what makes storing your data so expensive? There are a number of answers to this question. Much of the data that businesses collect comes in the form of paperwork and documentation, from signed contracts to receipts and much more. While one sheet of paper may not take up much space, thousands of sheets of paper will.
In order to store these documents, you need some sort of filing system – whether it’s in boxes placed on shelves or in actual filing cabinets. Both of these things take up space. Many companies have to take into account the space they need for storing their data when renting or purchasing property to work out of. When you add square footage to a work space, you’re adding to the overhead.
In addition to having to allocate an entire room – or more – to storing essential company data, you’ll also end up increasing the cost of the utilities. You’ll be paying to keep that room cool or warm depending on the time of the year – even if it’s not being used. You’ll also be paying for the energy needed to light the room. All of these costs can add up to a substantial part of your overhead.
So how can you reduce these costs? You can start by having all of your physical data, in the form of documents and the like, scanned and uploaded to your computer system. Once they are properly backed up – you can either pack these documents away or have them shredded. Either way, you won’t have to store them in a place where they are accessible to employees since your employees can simply access them through their computer.
If you’ve already got your data uploaded to your computer system, but are using hundreds of external harddrives to hold all of your data, then you may want to consider moving your data to the cloud. By doing so, you won’t need to maintain so much equipment – those external harddrives not only take up space, they eat up electricity as well. Once your data is uploaded securely to the cloud, you can access it from anywhere, which means those harddrives are no longer needed.
If you want to reduce your data storage costs, have your documents scanned and uploaded to the cloud so that you no longer waste space or energy, thereby reducing your overhead. For information about our data scanning and storage services, be sure to contact us at Modern Image today.