Is it worth keeping physical documents in the office?

Commercial rents in Brazil had the highest increase of the decade in 2024 ^ WITH the return of companies to face-to-face mode, the real estate sector is recovering from the pandemic years. If it is good on the one hand, on the other, corporate renters have to deal with an increase of 8% in rents, which surpasses the official inflation of last year, which was 4.83%, according to information from the FipeZAP index, which monitors the cost of commercial rooms up to 200m2 in 11 large cities.

The sudden demand for larger or better located commercial spaces has put pressure on property prices, creating a cycle of high that should not stabilize anytime soon.In addition, the search for properties that meet the new requirements of safety and well-being of employees, such as wider circulation areas, improved ventilation systems and access facilities, has contributed to the shortage of offers and, consequently, to the increase in prices.

The point is that in the years following the pandemic, several companies have drastically reduced their physical space. Going back to face-to-face operation means that companies will need to relocate people without resizing the space in a significant way, since a renegotiation in the rental price at this time can lead to a significant increase. The way out of this impasse is due to the optimization of the existing space, which can mean from a change of internal layout to the reallocation of physical documents.

Solutions for lack of space

According to the AIIM & AIIM Association for Information and Image Management, between 10% and 30% of office space can be occupied by physical document storage.

In this context, we have seen that many companies adopt as an alternative the outsourcing of document storage. Historically, many companies maintained large physical files in their offices &, although a part of these files has been digitized or outsourced after the pandemic, many organizations still maintain this physical file.

Document management companies offer robust document scanning, storage and management services, ensuring security, accessibility and compliance with local and international regulations.In addition to freeing up physical office space, outsourcing document storage provides a number of additional benefits, such as reducing file maintenance costs, increasing efficiency in accessing and sharing information, and mitigating risks related to loss or damage of physical documents.

In fact, digital transformation has been one of the greatest allies in optimizing spaces and reducing operational costs. With increasingly advanced technologies, document digitization not only facilitates access and information sharing, but also increases data security, minimizing the risk of losses from natural disasters, fires or thefts.The implementation of electronic document management systems (EDM) allows companies to centralize their information on secure and remotely accessible platforms, promoting a more agile and collaborative work environment.

These numbers are particularly relevant when we consider the financial impact of rising rents.By freeing up space previously intended for physical archives, companies can reduce the need for larger areas, opting for more compact and, consequently, more economical offices.

Outsourcing benefits

In addition to the direct financial benefits, outsourcing of document storage contributes to the improvement of internal processes. The guard service can also include the digitization of the collection, allowing all documents to be organized and accessible via cloud systems, with the necessary security.

Another important point to consider is regulatory compliance.Many companies face challenges to remain in compliance with data storage and protection regulations, especially with the entry into force of the General Data Protection Law (LGPD) in Brazil.A supplier is prepared to ensure that all legal requirements are met, reducing the risk of penalties and reputational damage. Outsourcing the custody of documents is more cost-effective and brings more operational advantage than increasing physical space.

In summary, outsourcing of document storage combined with digitalization represents a strategic solution for companies seeking to optimize space, reduce costs and increase operational efficiency. In addition to promoting a more organized and collaborative work environment, these practices contribute significantly to regulatory compliance and information security, preparing organizations for the challenges of an increasingly competitive and digital market.