Why digitize?
If you have a huge collection of documents, invoices, personnel records, tax documents, and lots of other things that you just can’t easily organize, digitizing documents can help.
As an initial summary we can tell you that digitizing documents helps you eliminate clutter and gives access to all the records that until now had in metal filing cabinets, which will increase your productivity. Not only will your productivity increase, but the digitization of all that amount of paper with data will offer you at least 7 benefits that we are going to see below. We will also explain to you which are the 3 main processes that you will need to do if you want to start a digitization project on your own.
What are the benefits of digitizing documents?
- Time saving. Instead of searching metal files for the document you need, you can easily locate it on your computer in seconds.
- All important documents located. Digitizing documents and having them all stored on a server, which can even be in the cloud, prevents you from having the danger of losing an important document. When you have boxes of important documents moving from office to office, the chance of eventual document loss is much higher.
- Retrench of space. Working in an office full of paperwork can be stressful. If you have piles of documents and clutter all over the place, that will slow down your workflow, and that makes everything more difficult to manage.
- Optimized records management. Digitizing documents and storing them on a server makes managing records much simpler. You can get any information in seconds, eliminate duplicate copies and maintain a high level of security with version control and much more.
- Disaster recovery. Most companies do not think that a disaster can affect them. However, what happens if the worst happens? If there is a fire, all the records they keep within the company in metal files disappear. This would be devastating for any business. By working with a document management system in the cloud, your company can start up again the next day, even if it has to be done in other offices.
- Impossible to forget an important document. Have you ever forgotten an important document at home after taking it with you to prepare for a meeting? Digitizing documents and keeping them on an online server will prevent this from happening.
- Saving money. Depending on how many records you have, it can be expensive to digitize all of your business documents. But what happens after this? From there you don’t have to spend money on storage space and employees save valuable time trying to find misfiled documents.
