When it comes to storing documents, paper documents have been the go-to option for years. This is simply because there weren’t any other choices available to people. Nowadays, though, we have another option, which is to go digital with your document storage. There are many reasons people are switching to digital document storage these days, and that’s because paper documents come with their fair share of risks. We’ve discussed potential problems with paper document storage before, but we want to talk about additional issues that you could encounter. Today, we’ll go over more reasons you should choose digital document storage over paper documents.
It’s Pricey to Maintain Paper Documents
If you use paper document storage, the number of paper documents around your business will only increase as time goes on. With more documents to store, you’ll need more space to store them. This added real estate will end up costing you more money.
Sometimes, businesses will store documents off-site when they don’t have room in-house anymore. However, this is also costly because you’ll need to spend more money whenever you need documents brought back to your business from the off-site storage facility.
It’s Tougher to Access Paper Documents
One of the downsides to using paper documents is that accessing them takes far more time than if you went digital. The file you need could be buried underneath many other documents, and the time needed to get your desired documents only goes up when the needed files are off-site.
When files are stored digitally, it’s far easier for you. You don’t need to go digging through piles of papers. Instead, everything will be neatly organized within a computer, making document retrieval a much quicker process.
Distributing Paper Files Will Cause Delays
Stakeholders won’t be keen on waiting for paper files. When you only have paper files, it can get pretty hectic trying to make amendments to them when needed before you have a final version ready to go. It’s also a more tedious process that leads to lower business efficiency.
Digital documentation remedies this problem because you can grant authorization to as many parties as needed so that every stakeholder has access to relevant files, and they can track all changes that happen so everyone is always in the loop.
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.