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Unlocking the power of records management: Crown Records Management leads the way

By Pieter Nienaber (Compliance Africa at Crown Records Management South Africa)

Crown Records Management, a global leader in information management, proudly marked the recent National Recycling Day by underlining its commitment to helping businesses embrace digitisation and reduce their reliance on paper-based records. With over 30 years of experience in the field, Crown Records Management has become synonymous with document storage, document digitisation, secure disposal, and document shredding services that empower organisations to manage their corporate memory efficiently.

The business landscape is a fast-paced, data-driven world today. One where efficient records management is a fundamental requirement for businesses of all sizes. As we continue our journey into the digital age, where information flows seamlessly, and remote work becomes increasingly prevalent, it’s crucial for organisations to adopt practices that not only enhance efficiency but also align with environmental sustainability. Let’s explore the environmental benefits of digitising company records and how this shift can make a significant impact on our planet.

Reducing Paper Usage

One of the most obvious environmental advantages of digitising company records is the substantial reduction in paper consumption. Traditional record-keeping often involves printing countless documents, resulting in significant paper waste. By going digital, companies can dramatically decrease their reliance on paper, conserving trees and reducing the carbon footprint associated with paper production.

Minimising Energy Consumption

Storing physical records in expansive filing systems or off-site storage facilities consumes considerable energy for climate control and lighting. In contrast, digital records require minimal physical space and energy for storage. Cloud-based solutions and energy-efficient data centres further reduce the environmental impact of digital record-keeping.

Cutting Transportation Emissions

Physical records often necessitate transportation for filing, retrieval, and secure destruction. These transportation activities contribute to greenhouse gas emissions. By digitising records and implementing secure, remote access systems, companies can significantly reduce the need for physical record transportation, thereby lowering their carbon footprint.

Enhancing Recycling Opportunities

While the move to digital reduces the need for paper, it also opens up opportunities for recycling and responsible disposal of outdated electronic equipment. Proper recycling practices for old laptops, scanners, and other electronic devices can prevent harmful e-waste from ending up in landfills and promote the reuse of valuable materials.

Supporting Remote Work and Reduced Commuting

The COVID-19 pandemic accelerated the adoption of remote work, reducing the need for employees to commute to offices daily. Digitised records enable remote access, further encouraging this eco-friendly trend. Less commuting means fewer carbon emissions from vehicles, leading to cleaner air and a reduced environmental footprint.

Promoting a Culture of Sustainability

Going digital with records management isn’t just about environmental benefits; it’s also a step toward fostering a culture of sustainability within your organisation. By leading the way in sustainable practices, businesses can inspire employees, clients, and partners to embrace eco-friendly initiatives, both in and out of the workplace.

Most companies are mindful that managing information effectively is valuable, but it can also be a costly headache. Fuelled by the exponential growth of data, advances in technology, changes in regulation, cost efficiency drives, risk management and the need for competitive advantage, staying in control of ever-growing information is impossible without help. Similarly, while the knowledge and experience locked in company archives is an asset that can underpin core business, extracting value from this asset can appear complex and daunting.

Crown Records Management boasts a rich legacy of serving over 20,000 clients worldwide across 40 industry sectors. With a remarkable storage capacity of 33.2 million cubic feet and 24.7 million cartons stored globally, the company is dedicated to safeguarding the invaluable information that fuels businesses. What sets Crown Records Management apart is its unwavering focus on providing local solutions, with 98% of its business being locally procured and contracted.

The environmental advantages of digitising company records are significant and cannot be overlooked. Beyond the clear operational benefits, such as improved efficiency and accessibility, companies that make the transition to digital records also play a role in reducing their environmental impact. By minimising paper usage, cutting energy consumption, reducing transportation emissions, and supporting remote work, organisations can contribute to a more sustainable future while reaping the rewards of streamlined, eco-conscious records management.