Paper Document Archiving Still Alive

It is sort of ironic that with the ever-increasing improvements in modern technology allowing for a paperless business office even more hard-copy documentation continues to this date. Even though more demands for newer technology call for less paper – and pro-ecological elements in society add voice to the plea – worldwide paper consumption more than doubled in the last quarter century. archive storage essex

Part of the irony is new digital technology actually makes it easier and convenient creating printed documents. This leads to an easier approach to producing hard-copy documents which, in fact, are evident since business offices in the UK alone account for the printing of more than 100 billion documents per year.

Why So Much Paper Produced

Believe it or not, government and industry-specific legislation and regulation has forced the hand of many a business to keep hard-copy evidence of files that have a direct relationship to maintaining information needs – such as medical records. Many industries require certified copies of records for a wide range of needs including legal, government compliance and/or corporate requirements. In the UK, such legislation as the Companies Act and the Limitation Act put creation – and retention – of hard copy documents for corporate or legal records. These mandated requirements may cause not only logistic burdens upon UK businesses that have led entrepreneurial endeavours toward offering storage archiving facilities.

Laws Demanding Paper

This government legislation mandating the retention of hard copy records is not limited solely to the UK. Countries throughout the world, including the United States, have certain types of legislation aimed at forcing businesses and other organisations into compliance. Unfortunately, this legislation is not always clear cut allowing companies to fully understand the complexities involved with record management compliance. When companies seek to comply using in-house services, a greater logistical and economic burden is placed upon that businesses’ bottom line.

The public outcry in the past quarter century for immediate and full access to records of all sorts has led to compliance legislation enacted throughout the world. Companies specialising in archive storage services are professionals fully trained and always current about what needs to be done to meet such compliance. Certain documents need to meet specific compliance requirements that include everything from format to paper type.

Rules are enacted that include compliance requirements for the number of copies needed to be retained, along with methods for certifying copies as well as just how these paper documents need to be physically stored. Rules also dictate the nature and method for document access requests and delivery that can be quite overwhelming physically and financially for most businesses. Evidence proves that companies subjected to fines for non-compliance due to any reason could have avoided the situation through employing an outsource company that, in effect, is a far less expensive proposition than facing non-compliance fines and penalties.

Auditing Becomes Government Industry

Whenever any government enacts legislation dealing with compliance rules and regulations, enforcement naturally follows the law. This has created a great employment sector for examiners since compliance activity is monitored and audited. Failure to follow the myriad and complex rules associated with record keeping compliance can have severe consequences for any business – unless, of course, the prudent choice outsourcing documents for archive storage services is employed.

 

 

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