Filing cabinets… most offices have at least one, packed full of paperwork that slowly builds up over the years. It’s the most dreaded piece of furniture in the building, right below the cubicle of course.
But every business needs a way to store records, and a filing cabinet feels like the simplest tool for the job. Everything has its place, and when someone needs a document, they know exactly where to look. That setup only works, though, when it’s carefully maintained, and most of the time, it isn’t.
It’s not for a lack of trying. In the heat of a busy day, it’s easy to make a mistake, like sliding a document into the wrong folder or forgetting to return a file when you’re finished with it. And if no one’s purging old records, you’re left sifting through years of clutter just to find what you’re after.
Filing cabinets aren’t just old-fashioned. They’re a liability. There’s no way to track who’s accessed what, no real backup if something goes missing, and no easy way to keep sensitive files protected. Over time, that “simple” system starts to break down, and when it does, the consequences can be severe
In the sections ahead, we’ll talk about what can go wrong with your filing system, why it matters, and how switching to digital recordkeeping can save you from a lot of headaches down the line.
The Problem With Paper
Filing cabinets give the impression of order, labeled folders, locked drawers, and a place for every document. But the truth is, while they can work in certain situations, they also have the potential to cause real problems.
One of the biggest issues is access. With paper records, there’s no way to know who opened a drawer or pulled a file. If something goes missing, it can be difficult to figure out when it happened or why. You’re relying on memory, and when someone changes roles or leaves the company, that memory leaves with them. Over time, those knowledge gaps can lead to disorganization.
There’s also the problem of accuracy. Paper records have to be updated manually, and in a busy office, it’s easy for things to fall through the cracks, especially when updates are made on the fly. An employee might jot down a quick note about a client change but forget to replace the original document. Or someone might pull a file to update it and get sidetracked before putting it back. These small oversights create gaps in your records, and depending on what kind of information you’re tracking, even a minor error can lead to serious issues down the line.
A locked drawer won’t do much in the face of a break-in, a fire, or recordkeeping mishap. With paper records, everything is usually stored in one place, and often, there’s no backup. It’s a system that puts all your eggs in one basket, and that’s a risky position for any business to be in.
When you step back and look at the big picture, the cracks in the system start to show. What feels like a simple, familiar way to store records often comes with more risk than most businesses can afford.w
When “Out of Sight, Out of Mind” Backfires
It’s easy to ignore what’s not in plain sight. Once a file has been tucked away in a filing cabinet, you don’t really think about it again until the next time you need it. And as records pile up year after year, you end up with a recordkeeping system that’s bloated, disorganized, and full of outdated information.
Not to mention the fact that holding onto records longer than necessary can put you at risk, especially when those documents contain sensitive or regulated information. Whether it’s medical files, financial records, or employee documents, failing to properly manage retention and destruction opens the door to compliance issues down the road, and no one want’s that.
There’s also the costs, both in terms of physical space and the mental energy it takes to keep everything straight. Shuffling papers around, second-guessing whether something was filed correctly, searching the office for that one missing document, it all gets old fast. It’s frustrating, time-consuming, and pulls attention away from more important things.
That’s the danger of relying on a system built to hide things away. It’s easy to lose track of what’s there until something goes wrong.
What Happens When Things Go Wrong
When something goes wrong with paper records, it’s rarely a small issue. Even one misplaced file can cause delays, frustration, or legal exposure. And with no way to track who handled what or when it happened, you’re left guessing—and hoping it doesn’t happen again.
Sensitive information can end up in the wrong hands. A critical file might go missing right before a deadline. A document that should’ve been shredded years ago could accidentally be shared with a client. These kinds of slip-ups happen more often than most people realize, especially in offices that still rely heavily on paper.
There’s also reputational risk. If a client finds out their information wasn’t handled properly, or worse, was lost entirely, it can seriously damage the trust you’ve built. And once that trust is gone, it’s hard to get back.
Filing cabinets might not seem like a threat to your business, but when they fail you, they fail hard. And in most cases, you don’t see it coming until it’s already too late.
Don’t Let Filing Cabinets Put Your Business at Risk
If you’ve been relying on filing cabinets to manage your records, you’re not alone. But the longer you stick with paper, the harder it becomes to keep your records organized, accessible, and secure. And when you’re juggling deadlines, compliance requirements, and sensitive information, that kind of uncertainty is the last thing you need.
The good news? You don’t have to take it on alone, or all at once. At SecureScan, we’ve been helping businesses move away from paper for more than 22 years. Our team handles every part of the process, from secure pickup to scanning and digital delivery. We’ll even take care of shredding the originals once your records have been safely converted.
Whether you’re just getting started or finally ready to clear out those cabinets for good, we’re here to help you take that next step with confidence. Contact us with questions or request a free quote from one of our scanning technicians to see how we can help.