Therefore, whether to comply with number database labor and tax rules, or to save relevant data for decision-making in your business, opting to retain documents is a preventive measure that can bring excellent benefits to the company — as you will see below. 2. Ensure file security Documents that are poorly stored or without access control can be lost or used without authorization . With the support of a specialized company, it is possible to maintain the integrity of the material in an environment suitable for this purpose, without the occurrence of humidity and dust. Furthermore, digitizing the material and using software to access it makes it possible to restrict access by hierarchy. This way, more important roles are only accessed by senior management and are not at risk of falling into the wrong hands. Reduce expenses Outsourcing document storage helps reduce the company's administrative expenses.
Digitizing reference material, for example, makes it possible to immediately reduce copies and printouts. Expenses arising from loss of documentation are also eliminated. This value can be very significant in cases of legal disputes. Several labor and tax files need to be kept for a certain period , as a legal obligation. If the period is not observed, the company may face heavy fines. 4. Streamline company processes Locating documents quickly is a challenge for sectors that deal with many roles, such as Human Resources . This problem can be solved with the tracking system provided by the document management company. This tool reduces search time and guarantees traceability of everything stored. Electronic management makes it possible for the time used to locate files to be used for the benefit of the business. The result is the reduction of bureaucratic activities and, thus, the use of labor in key company activities.