The average annual rent for office space in Milton Keynes is £16.86 per square foot. In central London the average annual rent for office space can range from £60-120! The average size of office spaces in Milton Keynes is 6,879 Square Feet, with a maximum space size of 48,287 Square Feet.
A standard 4-drawer filing cabinet can take up 17 square feet of office space, which includes the size of the unit plus the amount of space needed to access the files inside.

If a company in Milton Keynes has just one small filing cabinet it’s costing them £286.62 in square foot, not to mention if they have rooms full of filing cabinets. Having one small filing cabinet in London can cost anywhere between £1020- £2040! The cost alone is reason enough to make those documents digital, but some businesses don’t realize the security risks that also come with storing physical documents.

• Storing physical documents means anyone with access to the office can see those documents.
• If there’s a flood or fire, the documents are destroyed and irretrievable.
• GDPR compliance proves exceptionally difficult when the documents can be picked up by anybody.
• There is no way to track who has seen or downloaded the document or any version control.
• 70% of businesses involved in a major disaster such as a flood or fire never reopen or subsequently go bust within 1-3 years of the incident.

Furthermore, the time taken to retrieve and ‘share’ those documents means less time spent on more important tasks. For example, if someone needed to share a physical document with a colleague who was not office based, they would first need to find the document in the numerous filing cabinets and folders, take it to an MFD, scan the document and finally share it to a shared folder or get it sent to an email- all of which takes time.

Using document management software would mean that if the individual who is based at home has access to the software, they can go on a retrieve this document themselves within in a matter of minutes, if not seconds. We can offer a complete service of back scanning and document retention policies which is particularly important in the public sector, schools etc.

If you are not using document management/filing software, then you will always have to pay for the storage of these documents. Since Covid more companies are now using shared office spaces in which employees simply ‘book’ an office room or pod but are majority based at home. This means the business can drastically reduce overhead costs like rent and storage for filing cabinets but still allows employees to collaborate when necessary. STORM are also happy to offer Ricoh Spaces, a software that allows employees to book spaces.

Document management software also allows collaborators to easily search content and data whilst securely storing said content. Mobile devices can be used to access secure documents whilst still meeting regulatory requirements.

Take a look at our previous article to better understand how we can help you to make more of your daily tasks automated and reduce your overall costs, increase productivity and overall ROI.