Businesses create more data each and every day, and not everyone is comfortable with how their company goes about data storage. If you’re drowning in unorganized files of important information, it may be time to store data online. Here are five reasons why you should think about using a digital database.
1. The Issue With Paper
Paper may not seem like much sheet by sheet, but boxes and file cabinets can quickly become bulky. Not every company has the space for years worth of data. Even if you think your business has the space, consider how long it takes to locate the correct file. You should also consider how long it takes to maintain a system this large. If you’re distracted when replacing files, the entire system could be thrown off. Physical information is also susceptible to theft, fire, or some other disaster. If you don’t have copies, that data is lost forever. In an age where data is accumulating rapidly, paper filing is an imperfect system.
2. Data Is Scalable
An online database can be personalized to suit your company’s specific needs, so there’s no need to buy more storage than you’ll use. You can buy more storage as you grow and accumulate more data, or you can buy a storage plan that doesn’t limit you. If you’re using a provider to handle data storage for you, you also don’t need to worry about upgrading or maintaining servers
3. Digital Security
Some industries have strict regulations when it comes to storing and protecting data. If you deal with sensitive, private information, that’s all the more reason to store your data where no one can physically access it. A good storage database will be up-to-date with the latest technology and offer you ways to keep your information more secure. For example, you can make sure only a select group of people have access to data via a password. Many businesses choose to have their own servers to oversee this sensitive data, but it may be more cost effective to hire experts used to working with digital databases. Many plans come with guarantees, so make sure you know how a provider will respond to security issues. Depending on the tier of security you choose, you may pay a flat fee or have extra costs if there’s an issue with lost data.
4. Accessibility and Visibility
When you upload data directly to a database, there’s less of a chance it will be destroyed when compared to paper. You can also easily make copies without having to find the space in your office to store it. You can access the information whenever you like, you can control who else can access the information, and you won’t have to go through rows of file cabinets to find them. Speed and efficiency is crucial when it comes to dealing with customers. If you waste a customer’s time by hunting down files, or discover you’ve misplaced a file, you may eventually lose business. If your business involves work outside the office, remote access is an option you can add. Whether you’re out in the field or trying to get some work done at home, you can get to the same files as the office.
5. Data Retrieval
If you have a flood at the office, the paper information in your ruined file cabinets could be gone forever. If you damage a computer, a database provider can mail you a hard drive with your data on it. Different database plans have different policies, but you can often choose how your information is restored. Depending on the plan, you won’t even have to pay extra fees.
Storing your data in a digital database can take a lot of stress from your company’s shoulders. You can have easier access, locate information quickly, and rest assured that your data is safe. With a little research, you can find the perfect storage solution for your company.
