In the past, businesses had to store all their important documents in physical folders and cabinets, taking up valuable office space and increasing the risk of loss or damage. However, with the rise of online storage solutions, businesses now have the option to store all their documents in a secure, centralized location accessible from anywhere with an internet connection.
Not only does this provide a more convenient and efficient way to manage documents, but it can also save businesses money in a variety of ways. In this article, we will explore how businesses can save money by storing documents on an online drive.
Table of Contents
- Ways Businesses Can Benefit Financially by Storing Items on an Online Drive
- How Businesses Can Get a Secure Online Drive
- Conclusion
Ways Businesses Can Benefit Financially by Storing Items on an Online Drive
Let’s cover how running and managing your business can become more streamlined by using an online drive. And, of course, you’ll learn all the ways an online drive can save you money.
Eliminate the Cost of Physical Storage Space
The most obvious way that businesses can save money by storing documents on an online drive is by eliminating the need for physical storage space. By storing documents digitally, businesses can free up office space that would otherwise be taken up by filing cabinets and shelves. This can be particularly beneficial for small businesses that have limited office space and need to make the most of what they have.
Reduce the Cost of Printing and Paper
Storing documents online can also help businesses reduce the cost of printing and paper. Instead of printing out multiple copies of documents to distribute to various employees, businesses can simply share the document digitally. This not only saves on paper costs but also reduces the need for printers, ink, and toner.
In addition, businesses can also reduce the amount of paper they use by opting for digital signatures and online forms. This not only saves on printing costs but also speeds up the process of collecting and processing information.
Increase Productivity and Efficiency
By storing documents on an online drive, businesses can also increase productivity and efficiency. Employees can access documents from anywhere with an internet connection, which means they can work remotely or on-the-go. This can be particularly beneficial for businesses with remote employees or employees who travel frequently for work.
In addition, storing documents digitally can also make it easier to search for and retrieve specific documents. Instead of sifting through physical folders and cabinets, employees can simply use the search function to quickly locate the document they need.
By registering with a freemium account, you get unlimited access to fully functional software free of cost. As your business grows, you only pay for what you use without any contract. A freemium TruVISIBILITY account allows you to:
- Create a chatbot that can conduct up to 100 conversations per month
- Launch email blasts, start drip campaign, etc with 1000 free emails sent monthly
- Send 1000 SMS texts per month
- Build 1 website including a blog
- 1 GB of storage usage
- 1 SSL certificate
- Unlimited API usage
The pricing is very simple, it's based on usage over the free monthly allotment. Thus it is extremely affordable for small to medium businesses. You can adjust the number of conversations your chatbots can have, the number of emails and SMS that can be sent per month, the number of websites you can deploy, and the capacity of your cloud storage. Simple and flexible!
Improve Document Security
Storing documents on an online drive can also improve document security. Physical documents can be lost, damaged, or stolen, which can compromise sensitive information. Online storage solutions, on the other hand, often come with built-in security features such as password protection and encryption.
In addition, storing documents digitally also makes it easier to back up important files. In the event of a data breach or system failure, businesses can easily restore their files from a backup.
Reduce the Risk of Compliance Violations
If you’re ever found in violation of storing certain items online, the repercussions can be costly. Many businesses are subject to various regulations and compliance standards that require them to keep certain documents for a certain period of time. Storing documents on an online drive can help businesses comply with these regulations by providing a secure, centralized location for document storage.
In addition, online storage solutions often come with features that help businesses track and manage their documents. This can be particularly helpful for businesses that need to demonstrate compliance with specific regulations.
Save on IT Costs
Finally, storing documents on an online drive can also save businesses money on IT costs. Maintaining physical servers and storage devices can be expensive, and businesses may need to hire IT staff to manage these systems. Online storage solutions, on the other hand, are often managed by the provider and require minimal IT support from the business.
In addition, online storage solutions often come with automatic updates and maintenance, which means businesses don't need to worry about keeping their systems up-to-date.
How Business Can Get a Secure Online Drive
There are great choices for businesses to get an online drive. However, and perhaps surprisingly, a Google drive or anything similar is not recommended.
TruVISIBILITY’s online drive has been designed and tested to the highest extent to ensure businesses can put sensitive documents in the cloud, safely.
Conclusion
Storing documents on an online drive can provide businesses with a variety of cost-saving benefits, including eliminating the need for physical storage space, reducing the cost of printing and paper, increasing productivity and efficiency, improving document security, reducing the risk of compliance violations, and saving on IT costs.
TruVISIBILITY, as we discussed, has an online drive that is a great alternative to store business documents. It’s even secure enough to store financial, human resource, and other types of sensitive pieces. Unsure what docs you should store online in general? Check out this guide.
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