Document archiving companies must have a comprehensive document management policy in place that cover each aspect of the document trail; starting at the document generation stage and going all the way to the document destruction part.

1. Document archiving companies become key Businesses allies in
an Information intensive environment
Document archiving companies must have a comprehensive document management policy
in place that cover each aspect of the document trail; starting at the document generation
stage and going all the way to the document destruction part.
Organizations are a curious lot. Some keep the wheels of fortune churning round-the-clock,
others keep them running for a limited slot. In this day and age of instantaneous
communication, there are multiple documents being generated per employee at any given
moment. This process of creating, sending and receiving of documents is therefore
continuous in nature. Adding to this documentation overload is the fact that documents can
be both, physical as well as digital by nature. But certain legal as well as procedural
guidelines dictate that every digital document that can be classified under particular
categories must be backed up by a physical print of the same. Thus, one can just about
imagine the sheer stress being built up as the struggle begins for the tracking of all this
documentation all the time.
Confidentiality, both, of the financial as well as the legal kind dictates that every company
needs to put into place, a policy framework that serves to guide employees and associates
in the proper handling and management of every piece of documentation. This holds good
for every category of enterprise: governmental, pro-profit as well as the not-for-profit
organizations. For irrespective of the company type, each organization is likely to handle
information that would be proprietary and sensitive in nature, at some or the other point in
time. Controlled handling and responsible management of the said information would be a
must if the security and integrity of the enterprise is to be maintained.
Given the highly competitive business environment, any information that falls into the wrong
hands is likely to be misused. This can prove to be disastrous for a company. Apart from the
risk of a tarnished reputation, information leakage may even lead to loss of customers and
affect investor confidence, thereby proving detrimental toward the very existence of the
business. In addition to this, many organizations have a database of customer information
for their service improvement and marketing initiatives. Such databases are a treasure trove
of highly personal and sensitive information and any breach may prove to be disastrous.
Also, client information too is at risk of leaking out to unauthorised people. These days, the
media is rife with reports on increasing occurrences of identity hacks, frauds and data
poaching by corporate. E.g. Recent reports on passwords being stolen en masse from
professional networking site: Linked In and E-Harmony, a social dating entity. Thus, the
misuse of confidential information tends to create untold hardships for everyone involved.

2. Given the sheer logistics and technical expertise involved, it makes much more sense for
businesses to rope in a trusted expert who is well versed with the nitty-gritty’s of the game.
This dedicated external partner is also certain to have the proper resources in terms of the
storage facilities and other assorted requirements.
However, it is relatively easy for regular storage services providers to cater to the packing
and moving or the home and office removals category of clients. Document archiving
companies on the other hand must go above and beyond the regular storage rules. They
usually tend to have dedicated personnel who are trained exclusively for the specialized
tasks. In addition, any company worth its salt must have a comprehensive document
management policy in place. Such policies tend to cover each aspect of the document trail;
starting at the document generation stage and going all the way to the document destruction
part.
Thus, a responsible document management services provider can prove to be a valuable
ally for any business. They allow the client company to focus on the profitable core of the
business while offloading the bits where there’s someone trustworthy enough to handle it on
their behalf. This paves the way for the forging of a mutually beneficial relationship that pays
of rich dividends both the parties involved, for years to come.