Every business has records they need to keep. Some have to be retained for a certain time, legally, while others are just good to have around for reference. Either way, a solid document management system is key to not being flooded with excess paperwork everywhere. These days, one of the biggest considerations is whether to continue using and retaining physical, paper documents or switch to digital document management. In almost all cases, a digital document management system is going to be the better bet since it overcomes many of the common problems that exist with a paper document storage system.
Security And Damage
If you only have physical documents, what happens if they are lost, stolen, or damaged? If a pipe bursts in your record room, you will never be able to replace that information. Digital systems that back up your data are always going to be more secure than a single physical location.
One of the biggest issues with a paper document storage system is the amount of space it takes up. The documents themselves pile up quickly, and then you need folders and boxes or cabinets to store them. Additionally, if you have only paper documents (and not digital copies), then you need to have them stored close by, in your actual office or building.
All of that paper has a huge environmental impact. Even if you are recycling (not always an available option for sensitive data) and using recycled paper, there is an environmental cost of the energy and materials used to recycle and then print and scan if necessary. Some industries still require physical paper forms, but that is changing, and having a digital system ready to make the switch will set you up for an easier transition.
There are many reasons that you may find you need to transport your documents, such as moving to a new location, taking them to clients for a meeting, or collaborating at a different office. If those documents are on the cloud or can be copied to a thumb drive, the transportation becomes so much easier than if they are in multiple cardboard boxes or filing cabinets.
Collaboration And Editing
Having a digital system makes it easier for multiple people in multiple places to collaborate and edit the same document. On hard copy documents, you just cannot do that, even if you have a solid system for digitizing and digitally storing them.
Have Questions? Micro Records is Here to Help
If you have more questions about digital document management, Micro Records is here to help you with all of your needs. We can help transition you 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.