Commercial rents in Brazil saw the highest increase of the decade in 2024 – with the return of companies to the in-person mode, the real estate sector is recovering from the pandemic years. If it's good on one side, on the other, corporate tenants have to deal with an 8% increase in rents, what exceeds last year's official inflation, what happened to 4,83%, according to information from the FipeZAP index, that monitors the cost of commercial spaces up to 200m2 in 11 major cities
The sudden demand for larger or better-located commercial spaces has put pressure on property prices, creating a bullish cycle that should not stabilize anytime soon. Furthermore, the search for properties that meet the new safety and well-being requirements of employees, as wider circulation areas, enhanced ventilation systems and accessibility features, contributed to the scarcity of offers and, consequently, for the increase in prices
The point is that, in the years following the pandemic, several companies drastically reduced their physical space. Returning to face-to-face operation means that companies will need to relocate people without significantly resizing the space., since a renegotiation of the rent price at this time could lead to a significant increase. The solution to this impasse lies in optimizing the existing space, which can mean anything from a change in internal layout to the relocation of physical documents
Solutions for lack of space
According to AIIM – Association for Information and Image Management, between 10% and 30% of an office space may 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 kept large physical files in their offices. – and, Although some of these files were digitized or outsourced after the pandemic, Many organizations still maintain this physical file.. The demand for these services remains high
Companies specialising in document management offer robust digitisation services, document storage and management, ensuring safety, accessibility and compliance with local and international regulations. In addition to freeing up physical office space,, outsourcing the safekeeping of documents provides a number of additional benefits, such as reducing archive maintenance costs, Increased efficiency in accessing and sharing information, and mitigation of risks related to loss or damage to 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 sharing of information, It also increases data security., minimising the risk of losses from natural disasters, fires or thefts. The implementation of electronic document management systems (EMS) allows companies to centralize their information on secure and remotely accessible platforms, promoting a more agile and collaborative working environment
These figures are particularly relevant when we consider the financial impact of rising rents.. By freeing up space previously allocated to physical archives, companies can reduce the need for larger areas, opting for more compact offices and, consequently, more economical
Benefits of outsourcing
In addition to the direct financial benefits, the outsourcing of document storage contributes to the improvement of internal processes. The safekeeping service may also include the digitisation 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 compliant with data storage and protection regulations, especially with the entry into force of the General Data Protection Act (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 storage of documents is more cost-effective and brings more operational advantage than increasing the physical space
In summary, the outsourcing of document storage combined with digitisation represents a strategic solution for companies seeking to optimise space, reduce costs and increase operational efficiency. In addition to promoting a more organised and collaborative working environment, these practices contribute significantly to regulatory compliance and information security, preparing organisations for the challenges of an increasingly competitive and digital market
