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When the worst happens, it’s best to be prepared. Technology is key in helping businesses adapt to significant disruption, expediting the activation of a business continuity plan, and supporting remote information access. And when it comes to maintaining business as usual operations – information access is king.
Whether it’s to people, files, or documents, information access depends on the strength of a business’ technology infrastructure. But while emailing and video conferencing opens up communication channels with colleagues, viewing physical documents stored in a space that employees can no longer access poses more of a challenge.
So, how can organisations upgrade their technology infrastructure to support business continuity both in times of disruption and its aftermath?
Ease of access
In organisations where employees rely on information stored in physical formats to fulfill their job function, a document digitisation strategy is essential. Converting paper into digital files helps give businesses control over how they store, share, and secure information both in times of crisis and business as usual.
As well as supporting access to information unrestricted by physical time and space, the move away from physical document storage can help boost productivity by giving employees the freedom to work, access, and manage documents in a way that is natural and convenient to them.
For example, rather than enduring the frustration of flipping through files to locate the right information, users can simply enter terms into a search box and find the content immediately. Indexed search means less time wasted and greater productivity for employees when adapting to a ‘new normal’ as a result of disruption.
Whether natural disasters, security breaches, or human error, information stored in physical formats are vulnerable to a range of disruptive events. Digitising information helps to minimise these risks and ensure document security – giving businesses peace of mind during uncertain times.
Best practice document digitisation occurs in highly secure environments to ensure the full protection of an organisation’s data from internal or external threats. After physical documents are scanned in compliance with industry requirements, they are classified and stored securely in a cloud-based management system.
Free of the internal and external threats faced by on-premise data centres, digital document storage in the cloud is one of the safest ways to retain information. Furthermore, hosting documents on the cloud means your workforce can access documents relevant to their clearance wherever they are via a desktop, laptop, or tablet.
Today, the public cloud has become so cost-effective and resilient that many businesses – large and small – are reliant on the infrastructure for everything but the most IP-sensitive data. The dominance of platforms like AWS and Azure points to the deep level of trust that enterprises have put into public and hybrid cloud solutions.
Turn your document challenges into opportunities
Nothing can prepare businesses for global disruption of the sort seen in recent times. But with the right technology in place, businesses can ensure the smooth activation of a business continuity plan while ensuring information remains secure yet accessible.
Whether you’re looking to strengthen your business continuity plan with document digitisation or a full cloud migration, or if you’re planning to adopt a working from home culture, we’re here to help.
SCC Document Services is where print, IT, and document-related digitisation converge to create standout customer and employee experiences. We pride ourselves on integrating end-to-end solutions that work with your organisation to minimise disruption and support sharper, smarter decision-making.
Find out how we can turn your document challenges into business continuity opportunities. Get in touch