How a Construction Company Can Securely Store Paper Documents
In the construction industry, the importance of maintaining and securely storing paper documents cannot be overstated. These documents often include contracts, blueprints, permits, invoices, and other critical information essential for day-to-day operations. Secure storage protects sensitive data from illegal access, environmental harm, and loss.
This article explores how a construction company can securely store paper documents. It details the types of documents involved, physical storage solutions, and many other things.
The Types of Documents
Construction companies handle a variety of documents that can have a lot of sensitive information that needs to be secured appropriately. To begin with, they need to manage the paper contracts made between them and other stakeholders involved. Contracts contain project terms and conditions, as well as agreements between clients and subcontractors.
They also manage blueprints and drawings of the property they are building. These blueprints provide detailed plans for the projects and need to be preserved accurately to avoid costly errors.
Permits and licenses are legal documents that authorize various aspects of construction activities. Therefore, they must be maintained up to date and immediately available for inspections as necessary. There are many other types of documents construction companies handle, such as:
- Invoices
- Financial records
- Auditing reports
- Project reports
- Daily logs
It might be difficult to handle and save all of these papers safely. If in digital formats, these documents can be easily stored in the cloud with appropriate encryption for security. In fact, it is also easy to retrieve them through document mining with the help of artificial intelligence.
However, storing them securely when in physical form poses a lot of challenges. Still, construction companies can take several necessary steps to overcome the difficulties and ensure secure storage.
Storing Physical Paper Documents Securely
As previously noted, you have several options for storing essential documents. Here are some approaches to help you:
Physical Storage Solutions
Implementing effective physical storage solutions is important for safeguarding paper documents. Construction companies can utilize filing cabinets, shelving units, and storage rooms designed to protect documents from physical damage and unauthorized access.
One of the best options for storing these papers is a self-storage facility. These facilities are already very popular among Americans, as 90% of the self-storage inventory is used in this country alone. However, this high demand led to an increased rate of self-storage facilities.
Thankfully for you, the demand is not cooling off, according to The New York Times. Therefore, the prices are going down, which makes it the right time to invest in a self-storage facility. Moreover, if you have a lot of documents, you can also invest in a self-storage site and rent out the unused facilities to others.
If you are unsure whether a site is worth the investment or not, you can hire professionals to conduct a market study. A self-storage market study can give you insights into the feasibility of the site. This will help you determine the cost of buying the site, the investments required for managing it, ROI estimations, etc. Thus, you will be able to better decide if you should invest in the site or not.
According to Self Storage 101, a comprehensive study will also give you other details, including:
- Complete location and market analysis
- Competitor profiles
- Demographic profiles
- Development costs
- Executive summary
- Cash flow analysis
- Marketing recommendations, etc.
All of this information might help you decide whether to buy or rent a self-storage unit.
Access Control
Controlling access to paper documents is essential to prevent unauthorized individuals from viewing or tampering with sensitive information. Implementing a stringent access control strategy guarantees that only authorized individuals have access to certain documents.
Assign access levels based on job roles and responsibilities, limiting access to sensitive documents to those who require it for their work. Keep records of who accesses which documents and when to maintain accountability and traceability.
Physical security precautions, such as secured doors and limited access zones, should also be taken. There are several options available for this, including biometric locks, card-based access, multi-technology scanners, and more.
Due to the importance of these access control systems, its market is expected to grow exponentially. The global access control market is currently valued at $10.4 billion in 2024. However, it is estimated to reach $15.2 billion by 2029, with a CAGR of around 7.8%.
One of the key reasons behind this growing demand for access control is that it provides proactive security. According to Security Magazine, construction sites need this proactive security, especially for preventing equipment theft. Construction sites have equipment worth millions of dollars that should be protected to prevent costly losses.
Environmental Controls
Environmental elements such as temperature, humidity, and light exposure can all have a substantial influence on the durability and quality of paper documents. Construction companies must implement environmental controls to protect their documents from degradation.
One thing you can do is store these documents in a controlled environment where temperature and humidity levels are monitored and maintained. If the papers are exposed to excessive humidity or temperatures, they can fade or get impacted by mold growth.
Another thing you should do is use UV filters on windows to prevent exposure to direct sunlight. Regularly inspect storage areas for signs of pests, mold, or other environmental threats and take immediate action to mitigate any issues.
Digitalization of Documents
Digitizing paper documents can greatly enhance their security and accessibility. Scanning and storing documents electronically lowers the danger of physical damage and loss. Furthermore, digital documents may be frequently backed up. This prevents data loss in the case of a calamity.
Implementing document management systems (DMS) allows for organized storage, easy retrieval, and controlled access to digital files. Encrypt sensitive documents and use secure servers or cloud storage solutions to protect against unauthorized access and cyber threats.
Having physical papers may seem feasible at the start because of the initial investment required to digitize them. However, working with physical documents is not sustainable in the long term.
Important messages might be misplaced, deadlines can be missed, and key project planning information can become buried in confusion. This can lead to costly blunders, delays, and, eventually, dissatisfied customers.
Frequently Asked Questions
How do you organize construction documents?
Begin by gathering all relevant papers, such as contracts, permits, designs, specifications, and correspondence. Create a uniform name and filing system to eliminate confusion and speed up retrieval. Regularly update and maintain the papers to reflect changes or new information.
What is document control in construction?
Document control in construction is the process of managing documents from creation to archiving. It's an important procedure that guarantees the proper individuals receive the correct version of a document at the right time.
How do you give access control?
Authentication and authorization are key components of access control policies. They enable enterprises to expressly confirm that users are who they claim they are. They also guarantee that these users have the right degree of access based on the situation.
Ensuring Secure Storage
Securely storing paper documents is a critical aspect of managing a construction company. By understanding the types of documents and implementing effective storage solutions, you can protect their valuable information from loss, damage, and unauthorized access.
These strategies protect the lifespan and integrity of paper documents while also improving operational efficiency. They also support legal and regulatory compliance. Prioritizing document security is an investment in the company's future success and credibility.
