If you’re still storing piles of paper documents in filing cabinets, off-site storage units, or scattered across local servers and hard drives, there’s a good chance your business is bleeding money without even realising it. Reduce document storage costs & save money on document storage with DocR’s expert advice.
Many SMEs overlook the hidden costs of traditional document storage. From physical space to employee hours, the expenses add up quickly. But the good news? These costs can be dramatically reduced with simple, modern digital document management solutions for SMEs.
Let’s break it down.
The Hidden Costs of Traditional Document Storage
1. Wasted Office Space
Every square foot of your office used for filing cabinets, document boxes, or storage rooms is real estate that could be used more productively or not needed at all. If you’re renting office space, this is money literally sitting in drawers.
2. Off-Site Storage Fees
Many businesses pay monthly to store archived records with third-party providers. These costs often increase over time, and retrieving files can be slow and expensive.
3. Time Spent Searching
Employees spend an average of 1.8 hours per day searching for information – most of it in disorganised or scattered systems. That’s nearly 10 hours a week per employee, translating into thousands of pounds lost in productivity every year.
4. Security Risks
Physical documents are vulnerable to loss, theft, or damage. Recovering from lost files due to fire, flood, or human error can be extremely costly, not to mention the reputational damage.
5. Compliance Penalties
Inadequate document storage increases the risk of non-compliance with data protection regulations like GDPR. One mishandled file can result in fines and legal issues.
How to Fix It Fast: Practical Solutions That Work
✅ 1. Go Digital with Bulk Document Scanning
Digitise your paper documents in bulk and eliminate the need for physical storage. Scanned files are easier to manage, search, and protect. We work closely with Data Planit to get great digital results!
✅ 2. Implement a Document Management System (DMS)
A DMS like DocLibrary+ allows you to centralise, organise, and securely store all digital files in one place. It dramatically reduces the time employees spend searching for documents and ensures files are backed up and secure.
✅ 3. Use Cloud Storage with Smart Access Control
Cloud solutions allow your team to access the right documents anytime, anywhere—while restricting access to sensitive information.
✅ 4. Automate Retention and Archiving
Smart systems let you automate document retention policies, so outdated files are archived or deleted without manual work—reducing clutter and compliance risk.
✅ 5. Educate Your Team on Best Practices
Even the best tools won’t help if your team isn’t using them correctly. A short training session can save you months of wasted time and effort.
Real Results, Real Fast
Businesses that make the switch often recover their investment within months. Office space is freed up, they see reduced document storage costs, and productivity soars.
You don’t have to wait months or spend a fortune to get started. At DocR, we specialise in helping SMEs digitise, declutter, and take control of their documents – with minimal disruption.
Ready to Stop Losing Money on Document Storage?
Let’s turn your filing cabinets and storage costs into usable space, saved time, and peace of mind.
Book a free 20-minute Document Efficiency Audit today.
Contact Us Now and find out how quickly you can reduce document storage costs.