Here are some of the key details that make it harder to use a paper document management system.
In modern times, many businesses have adopted the use of a digital document management system to keep track of all of their files. There are other businesses, however, that still embrace the idea of sticking to a paper-based system. While paper management systems have worked well in the past, there are benefits that come with switching over to a digital platform. Here are some of the key details that make it harder to use a paper document management system.
Finite Storage Space
Papers eat up physical space around your business, and there’s only so much space you can allocate to document storage. While you can rent out extra space for document storage, you’ll have to pay for any extra space that you use. This makes it less cost effective to use a paper document management system, especially as the number of files you have continues to grow.
A digital document management doesn’t have this restriction. Since all of your files are kept in a virtual platform, the amount of physical space you require for storage doesn’t change, even as you continue to receive more documents.
Problems With Document Security
Keeping files secure is always going to be a top priority, no matter what type of business you’re running. A paper document management system presents more risks to your business. This is because papers can be lost more easily than digital files. It’s also possible that they get damaged in some manner. Digital documents are protected from these types of concerns since they’re in a virtual space that can only be accessed by authorized personnel.
Editing Files is Less Convenient
If you’re going to edit paper documents, those edits have to be done in-person, and you have to write the entire document all over again. This is much more of a hassle than using a digital document management system. When your files are digital, you can simply keep a copy of your original file, then make edits to a different copy. On top of that, you can have multiple people collaborating on a file at once, even when those people are not in the same place.
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.