Archive | storage

Could You Use 1,000 Square Feet of More Room?

As a provider of a comprehensive list of products and services, we get to work with a variety of different local and national businesses. In a throw-back to the days of trapper keepers and lockers, we’ve included a “case study” of our work with a graduate university that gives perspective on the ways your company could benefit from electronic document storage.

The Problem:

A few years back, the Office of Business Affairs for a highly regarded medical graduate school contacted us with a problem: 30 years’ worth of records were piling up – employee files, financial documents, student records filled four large rooms with 80 filing cabinets. It was becoming increasingly difficult for the office staff to locate and retrieve files, never mind the severe space shortage the document storage was causing! Their main concern was the distinct possibility that important, and often confidential, files could be misplaced or lost.

The Solution:

With over 2.5 million sheets of paper needing to be digitized, the Office of Business Affairs turned to Professional Systems, USA Inc. We imaged and safely discarded a majority of their paper files, the department reclaimed over 1,000 square feet of space, which conservatively translates to $20,000 per year worth of office space that was able to be put to more productive use.

How did we do it?

Digitized records are stored on our secure and password-protected servers using the sophisticated K-Docs document management software. The servers are held in a secured site with redundant power generators and 24 hour physical security. Scanning allowed the university to eliminate vulnerability to disaster, possible tampering of records, and unauthorized access to confidential information.

Space is Shrinking! Why Office Space Planning is More Important Than Ever.

Office Space is Shrinking

Office Space is Shrinking

According to the New York Times, the average amount of space per employee nationwide has dropped from 400 square feet in 1985 to 250 square feet in 2011 … now, more than ever, it’s important that the office space you do have works well for your employees and is put to good use! We’ve put together a list of some questions you can ask yourself to gauge whether your space is being used to its full potential.

  1. Does your space look like a home office straight out of the 1970’s? As we discussed in our previous blog post, styles change throughout the years, and it’s important to keep up! An outdated furniture set can give customers the wrong impression that your company is antiquated as well. Waiting room furniture no longer needs to be drab and uncomfortable… there are hundreds of understated, professional looks to choose from.

  2. Are you using all space possible? Even if you have the perfect furniture, space will be wasted if it’s not organized properly. Find a furniture consultant that has dealt with plenty of irregular spaces and can find a solution for that odd-shaped nook or small entrance area.

  3. Can your employees work comfortably? There are many ways that ergonomics can go wrong because of improper office furniture… desks at the wrong height, rigid chairs, a lack of back support and many other offenses can make your employees uncomfortable and less productive. This doesn’t need to be the case! Extensive studies have been performed to design furniture that isn’t a “pain in the back”.

  4. What’s taking up more room… paper or people? Advanced storage solutions like rotating storage shelves or document scanning means that rooms full of files no longer necessary, allowing you to dedicate space to employee work stations instead of stacks of files.
Whether you need a few new pieces of furniture or you’re looking to revamp your office space, there are plenty of options to fit your needs. We can help you find the right balance of fashion and functionality.