5 Reasons to Switch to Digital Document Solutions

No matter if you are in the industry for long, or you have just started, the thought of expanding your business is always on your mind. The requirement is the same for expanding any business: the right marketing strategy and obviously increasing work efficiency, which leads to good productivity eventually; thus, a business can grow.

Switching to a digital document, the solution is not going to help you in your marketing strategy but is definitely going to help you in managing your work-efficiency at your workplace. As it is mentioned earlier that the business can be large or small, managing the workflow has the same effects in both.

The paperless office is not a myth, as many large corporate companies have already started implementing it, and you should, too, why? Well, you can find out more here which will make you understand the reasons to switch from paper to digital document solutions.

digital document solutions

Securing Documents

Data-breach is such horrifying news that every organization is afraid of it. It has been stated in a survey, that over 67% of companies have confirmed that the result is going be disastrous if the sensitive paper got leaked anyhow. Digitized documents have such security that the paper documents cannot have ever, as the paper documents can be copied, stolen, or lost. However, it is not possible in case of digital documents. Digital documents can be encrypted or password-protected so that only the authorized persons can have access to it. To have such control over your documents is an apparent reason to switch to digital document solution.

Other than that, paper documents can easily get damaged due to some natural disaster, but as the digital documents are getting stored in the server or the cloud, then there’s no need to worry about documents getting damaged because you can retrieve the documents anytime you want. You may find this article on How to Geek informative and you can take precautions against natural disasters.

Accessing Documents Made Easy

Digital document solution like file center lets you access the digital files from anywhere. How? Well, the requirement is a computer/laptop or any other device having an active internet connection—that’s it—if you have the essential requirement, then you can access your files from anywhere and continue working even from your home. With digital document solution, it is easy to send, receive and save files, because you can share the files via e-mail or any other transferring process like fax, networks and cloud storage system and no need to worry about the security because of you can always encrypt the files before transferring.

* A thing to keep in mind that you are dealing with the right and trustworthy service provider while you are sharing files digitally.

Workflow Automation

Just give it a thought about the working process in your office. There can be so many tasks that require the same repetitive steps to be performed. How about having an automatic system that can perform those actions without any errors and complete the task on time? The digital document solution software comes with so many useful tools that can perform some tasks on behalf of you and manage the workflow. If the workflow is managed without any mistake, then automatically it results in good productivity.

Easy Retrieval

How many times it’s happened to you that you are searching for a paper that is required urgently, but you are not able to find it, and you have to go through all your paper documents to find it—the feeling can be irritating and frustrating both. Having a digital document solution gives you the chance of searching for files by using keywords, phrase or plain text, because while digitizing the files an indexing or sorting process is done before storing those data, which can be done by taking help from ERP solution providers, or there are much smart processing software available, using the software even you can easily index those contents according to their purpose. So, implementing a digital document the solution is saving your time and energy by making the files ready for easy retrieval.

Makes a lot of Free Space

 Reducing the use of paper and getting rid of paper documents lets you free up the cabinets and drawers and even top of your desks, which ultimately results in having free neat and clean workplaces. A clean space looks nice to work with and also have some positive vibe, which has a good effect on work-efficiency and productivity. Forbes will add more knowledge here.

Not only this if you do not need to buy paper and printing ink then obviously you are saving some money, and the ”go green’ project making you take a step forward to help the environment.

These are basic five reasons to switch to digital document solutions, when you actually implement it in your office, you can see so many other features that can be very useful to you. Now you might think about how you can switch to digital document solutions, well, for that, there is a software called Document management software (DMS), which is based on the concept of digital document management and document control.

Based on the storage location, the DMS is classified into two types:

1.       On-site/On-premise/self-hosted Document Management Software: This one store all the documents physically, that is in the server of the office. So, anyone outside of the office does not have access to the files. The security and maintenance of the data entirely depend on the official authority. The data can be accessed offline while being present in the office.

2.       Cloud-based Document Management Software: Responsible for storing the data virtually in the cloud, so it provides infinite virtual storage. An active internet connection is a must because all the work is done online. Data can be accessed from anywhere if permitted to, and the security and maintenance depend on the host (service provider).

Other than the storage process, both the DMS working procedure is the same. Paper documents get scanned in the software by using a high-speed scanner, and the other digital documents like e-mails, software generated results get captured in the DMS. Then the indexing process occurs to make the files ready for retrieval and after that the data can be accessed, or shared and modified.

Digital document solutions come with many benefits that actually helps you in growing your business by providing security to your documents and obviously making your work easier for excellent productivity. As other organizations are switching to digital document solution, it is high time for you to do the same because you definitely don’t want to stay behind in progress. Talk to some IT professionals and install a simple and yet efficient DMS which your employees are going to find easy to work. Do not ignore the digitization cause it is the future.

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