As a facility manager, you know the importance of having all your documents in one place and easily accessible. But storing your facility documents in document storage rooms is not the best option.
Yet, most decade-old buildings are still storing valuable facility documents inside repositories and these just tend to pile up. As a result, when one needs data during routine maintenance or emergency, lack of access to it instantly leads to downtime and puts the facility at risk.
However, the solution here is to use a facility management app or software to store documents.
In this blog post, we’ll be looking at five reasons why facility documents shouldn’t be stored in document storage rooms. From security risks to limited access, these are the primary explanations for why facility managers need documents at their fingertips, whenever and wherever they want.
4 Reasons why facility documents are unsafe in Repositories
Lack of Accessibility
One of the biggest problems with storing facility documents in document storage rooms is that they're not accessible. This can be a huge problem for facility managers or teams that need to access documents quickly.
For example, if a facility manager needs to locate a document for fixing a particular HVAC system, they may not be able to easily find it among all the other documents stored in the room.
Furthermore, if the room is locked and access restricted, it can take even longer to get the information needed. Without easy access, facility teams end up wasting precious time and resources trying to locate documents that are difficult to access. This is why storing facility documents in the facility management app is a better solution.
This mobile app provides instant access to any facility data in real time and helps accelerate facility management operations smoothly.
Unorganized
Organizing and managing documents can be a difficult and time-consuming task. When documents are stored in repositories, it can be hard to keep them properly organized and easily accessible.
Furthermore, any updates or changes to documents need to be done manually, which takes up even more valuable work time.
What’s more? Facilities teams may lack the expertise to properly organize these rooms, resulting in a mess of paperwork that is difficult to navigate through and find important documents. Therefore, storing documents in a document storage room is not a viable option when it comes to facilities management.
For example, when compliance auditors visit, they expect organized compliance documents. Thankfully, the new-aged, mobile-friendly facility management software provides instant access to organized data on the move. This helps streamline management, maintenance and compliance directly from a digitized dashboard.
Susceptible to Damage
When documents are stored in document storage rooms, they're not always adequately protected from the natural elements.
Humidity, temperature, and air pressure can all wreak havoc on documents that aren't properly stored, leading to mold, mildew, fading, and deterioration over time.
This is especially true for paper-based documents, which are vulnerable to physical damage. Facility management teams must take into consideration the durability of documents when storing them in document storage rooms.
If they don't, they risk losing valuable information over time. It's also important to note that electronic documents can become corrupted or damaged if stored in an area with poor climate control. To ensure the longevity of facility documents, facility managers should opt for a more reliable and secure form of document storage, like the cloud-based facility management app.
Security Issues
One of the most important factors to consider when deciding how to store your facility documents is security. Unfortunately, document storage rooms are not typically secure enough for your needs. Most document storage rooms are shared spaces with access available to anyone within the facility. This lack of security can be a major issue for facility managers that need to store sensitive documents in a secure environment.
Additionally, document storage rooms are not equipped with the proper security measures, such as locks or access control systems, to ensure that only authorized personnel has access to the documents. With the increased risk of theft and data breaches, it is important to keep your facility documents secure and hence, document storage rooms are not the ideal solution.
However, storing data in a facility management software or app is an ideal solution, as it is secure and protects data from harm.
The type of documents you can store in the facility management app are:
Building plans
Emergency information
O&M manuals
Compliance documents
Construction project close-out details
Legacy information
On that note, now that you are aware of the perks of using a facility management app for document storage, say no to paper data. It’s time to leverage the power of the cloud and access the document storage room in your pockets. For the best facility solutions, choose ARC Facilities.
Their app is designed for easy use, is customizable, and provides access to information instantly anytime, anywhere.
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