Your company’s document management system may be less than stellar. After years of filing paper documents, you likely have filing cabinet after filing cabinet littering your office and storage room. You probably have folders stacking up on desks. Paper document management isn’t the most efficient. It requires a lot of office space and it can easily lead to lost or misplaced documents. It also isn’t the safest way to store your archive.
Have you considered digitization? Archive document scanning services is the first step to improving your document management system. Here are some of the advantages of digitizing your documents.
1. Reduced Costs
You may consider document scanning services to be an added cost you don’t need, but at the end of the day, it will help reduce your overall document handling costs. You won’t need to purchase any more costly filling cabinets or folders, and your costs of printing, photocopying, and stationery will be reduced. You will be able to put your office space to more productive use than storage. And, if you choose cloud storage, you won’t even have to invest in hardware or servers, making it a smart investment.
2. Increased Security
Your paper documents may be under lock and key, but they may not be as safe and secure as you think they are. As mentioned earlier, there’s a greater risk of losing or misplacing documents with this storage option. It’s also easier for someone to steal key information. And paper documents are at risk of being damaged or destroyed through floods or fires.
When you store your documents digitally, you can enhance their security and your peace of mind. Your document management system will be secured with access at a role or user level. You’ll also gain a full audit trail, enabling you to see a detailed user access history, which improves data protection compliance at your business.
Furthermore, your documents will be backed up regularly, so you’ll never lose access to them. And digital documents won’t degrade over time, remaining in their original condition. Being able to enhance document preservation through digitization can help you store and save important information for the long term, without worries of damage.
3. Environmentally Friendly
Many companies today have adopted environmental sustainability mission statements. Taking steps towards implementing a paperless office will help you get one step closer to meeting environmental goals. When you cut down on paper documents, you help reduce your organization’s carbon footprint, which is good for everyone involved.
4. Greater Efficiency
Once your digital archive is created, you’ll be able to manage your documents in a far more efficient and effective manner. Employees won’t have to cumulatively search for hours each week to find and retrieve documents require to do their jobs. When efficiency increases, so does productivity. The same efficiency is applied to the creation of new versions of a document and the editing of documents.
Your documents will be better organized and will be quickly searchable in a digital database. You will be able to choose from a variety of ways to classify, organize, and archive your documents to find a system that best works for you and your employees to ensure efficiency and organization are enhanced.
5. Improved Staff Collaboration and Customer Service
If you have offices all over the country, it can be difficult to ensure all staff members have access to the same information if documents are stored as paper files. Digitizing the information and storing it on the cloud ensures all employees can locate the information they need. This also enhances customer service, as employees will be able to find and send important documents to clients quickly and easily.