Every company, regardless of its sector, generates a considerable amount of documents on a daily basis.
No matter the field in which it operates, any organization continuously produces different types of documents. In many cases, this volume of documentation can reach such high levels that it becomes difficult to manage, especially over time.
Among these documents are invoices, quotes, purchase orders, delivery notes, forms, requests, images, video files, audio recordings, contracts, and more. This constant avalanche of information can become a serious problem, affecting performance, compromising security, and slowing down internal processes.
In response to this situation, an effective solution is to turn to a specialized document custody service that increases security, which helps improve key aspects essential to the operation of any organization.
What does document custody consist of?
ChatGPT Plus To begin with, it is important to define what we mean by document custody with increased security. This term refers to the set of actions aimed at the storage, safeguarding, and organization of documents—whether physical or digital—belonging to public or private entities, small or large companies, associations, or cooperatives. Implementing a document custody system with increased security ensures that all your documentation will be properly classified, protected, and well-organized.
There are specialized companies with the capability to transfer, preserve, and protect all corporate information under high security standards, offering advanced infrastructure and guarantees that would be difficult to match within the company itself. These entities prioritize confidentiality and the physical safeguarding of documents, using highly reliable and proven technologies, methods, and protocols.
In addition, all aspects related to preservation—such as temperature, lighting, and humidity—are carefully controlled, all with the goal of ensuring that the files remain intact and well-preserved.
7 Advantages of Hiring an External Document Custody Service
Document custody with increased security involves much more than simply storing documents. It is a comprehensive service that organizes, classifies, and stores all types of corporate files—whether public or private—in physical or digital formats. The archive becomes both the action of organizing information and the physical or digital space where it is preserved.
Efficiently managing this documentation presents multiple challenges, such as space availability, the required budget, access level management, quick retrieval capacity, and data security.
In this context, delegating this task to a specialized company offers numerous benefits. Thanks to modern technology and the emergence of professional services in document custody with increased security, it is now possible to properly manage large volumes of corporate information—structured or unstructured—originating from paper documents, databases, digital files, or web portals.
1. Secure Processes Carried Out by Experts
By hiring a professional document custody service with increased security, you ensure that all processes are secure and traceable. A trained team manages the files using tools such as document management software, ensuring compliance with all legal regulations, such as the General Data Protection Regulation (GDPR) or the Sarbanes-Oxley Act (SOX), which governs accounting and financial information. This enables the company to be fully prepared for any audit or information request.
2. Protection Against Loss or Damage of Documents
All documents undergo a systematic process of analysis, classification, and even digitization—either fully or partially—depending on the client's needs. This greatly minimizes the risk of loss or deterioration. Additionally, files are scanned using advanced technology that enables text recognition, facilitating the extraction of relevant information for indexing. Traceability is ensured through a tracking interface that monitors all movements of the documents, both physical and digital—an essential aspect of document custody with increased security.
3. Optimization of Physical Office Space
A major advantage of using this type of service is that files can be stored offsite, outside the company’s premises. This is made possible through a managed inventory system that allows physical documents to be retrieved at any time. As a result, office space is freed up, improving organization and functionality in the workplace, while also strengthening document custody with increased security by keeping critical documents away from everyday risk environments.
4. Certified Procedures for Document Handling and Destruction
The handling of documents—from their management to their final disposal—is carried out in accordance with certified standards and standardized procedures. When a paper document is no longer useful or must be destroyed according to current regulations, the external company ensures its confidential and secure destruction. The same level of rigor applies when a file needs to be retrieved, whether in physical or digital format, and it can be delivered promptly. All of this is part of the commitment to efficient document custody with increased security
5. Fast and Constant Access to Information
Digitized files are stored in cloud data centers, allowing permanent access from any location. Through a user-friendly and intuitive platform, authorized employees can consult or manage documentation at any time. Likewise, physical documents are indexed to facilitate immediate retrieval when needed. This controlled access is another key advantage of document custody with increased security.
6. Reduction of Operational Costs
From the moment the service is implemented, economic benefits become evident. Expenses related to renting storage space are reduced, and staff time previously spent on these tasks is optimized, allowing them to focus on more profitable activities for the business. By enabling quick access to documentation and streamlining processes, overall efficiency increases and management becomes more scalable—all within the framework of document custody with increased security.
7. Better Use of Corporate Resources
Having an external document custody service with increased security allows internal resources to be freed up and the management of records to be professionalized. This has a positive impact both economically and organizationally by improving the company’s operational structure—something that would be very difficult to achieve using only in-house resources.
Key Elements to Consider Before Implementing a Document Custody System
When launching a document custody project with increased security, it is essential to evaluate several factors. For example: Does the company have the appropriate hardware, such as computers and servers? Is there enough space to physically store the documents? Does the organization have skilled personnel with digital competencies? Additionally, the costs associated with acquiring specialized software and other necessary technologies must also be taken into account.
General Advantages of Outsourcing Document Custody
Organizations that choose a document custody system with increased security gain multiple benefits. Not only are overall expenses reduced, but security, information access, and use of physical space are also improved. This allows resources to be redirected toward more strategic areas.
Beyond Document Storage: Digitization and Automation
One of the most important steps toward efficient document management is the digitization of paper documents. In recent years, this practice has evolved significantly. Optical Character Recognition (OCR) tools have replaced the manual data entry process, reducing errors and optimizing time.
OCR technology allows printed text to be converted into digital files where the characters become editable and searchable, making classification and management much easier. This advancement has marked a turning point for companies, enabling them to significantly improve their processes.
Today, this evolution has led to hyperautomation. It’s no longer just about automating repetitive tasks using technologies like RPA (Robotic Process Automation), but about applying intelligence to more complex processes—even in fully digital environments such as the cloud. All of this further enhances the value of document custody with increased security.
What Does a Specialized Document Custody Company Provide?
Document custody with increased security goes far beyond simply storing files in a secure location. It involves implementing an effective management system in which each document is properly labeled, organized, and readily available for consultation whenever needed.
Main benefits of a document custody system
Having this type of service provides peace of mind and confidence. Knowing that documents are safeguarded by professionals, under optimal security conditions, and protected against loss, misplacement, or unauthorized access represents a significant competitive advantage.
These companies are also responsible for complying with all regulations related to privacy and data protection, ensuring that information is always in safe hands. In this way, the value of document custody and increased security is continuously reinforced.
Don't put your information's security at risk!
Implement a professional document custody system and ensure increased security in your company. Protect your files, optimize space, and comply with all regulations.
