The question facing organizations over the last few years has been whether or not to scan documents and convert them into some digital format.
Paper records, any company that’s been in business long enough has accumulated plenty of these documents. Depending on the industry, these documents can take up multiple filing cabinets, a room, or even a handful of floors of commercial real estate. The question facing these organizations over the last few years has been whether or not to scan those documents and convert them into some digital format. Provided organizations commit to using the best high-quality imaging and indexing processes and technology, and there are many possible advantages to storing content digitally. Here are three big reasons for digitizing your company’s documents.
Accessibility of Information
Digital documents, stored within centralized management systems, are much easier to find data in. Of course, provided that the companies scan them in searchable formats, instead of flat images. This improved accessibility is one of the huge upsides of digitizing documents. Instead of wasting precious time and effort looking through large physical files, employees can instead call up the required records at the drop of a gat, based on a quick text search. By improving employee efficiency, digitizing records helps save employers on labor costs.
Physical Convenience
Organizations keeping lots of paper records might be wasting a massive deal of space with filing cabinets, or dedicating entire rooms in their headquarters to paper archives. Business real estate expenses are important, so keeping physical copies of company documents around might be hurting organizations’ bottom lines. Turning a previous storage room into a new office space or server room can be a significant upgrade. Company leaders need to determine which documents they’re required by law to keep as hard, physical copies. Anything else can be digitized and converted. Going paperless can help your organization big time.
Transparency and Security
Paper documents’ lack of data visibility is becoming a huge liability. Since it is hard to search through piles of paper, companies might have a tough time determining which documents should receive more elevated levels of security. In today’s current age of data protection, it is wise to place content into a comfortable and accessible format. This can be done by digitizing your documents. When companies don’t know precisely what they’re holding onto or where its kept, they might fall out of compliance laws with the General Data Protection Regulation. This statue affects organizations all across the world, so it’s important to prioritize digitizing documents for your company.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.