5 Benefits Of Digitizing Large Format Documents

Posted by Andrew D'Arcy on Apr 8, 2020 10:30:00 AM
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Quick show of hands; who loves rifling through stacks of large-format documents?

No one? 

That is correct. No one likes sorting through piles of over-sized documents.

That's why digitizing paper documents has been a priority in the business world for the last 20-30 years. Digital documents make work life easier and more efficient. And when productivity soars, so do profits. 

Here are some of the reasons why you need to get on the digitization bandwagon today:

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Digitization Improves Your Workflow

You know how much space it takes to store oversized paper documents. Want all that space back? Digital documents are stored in the cloud and take up ZERO physical space. So you can use that newfound square footage to create a comfy common area for employees. Put a ping pong or billiards table there—or comfy couches—and boost office morale where stress used to live. 

New Checklist: Is Document Imaging Right For You?

Workplace Management is Easier

By 2028, it is expected that 75% of the workforce will work from home. So that space you just reclaimed gives you another alternative: you can reduce the size of your office, or close your office, and save on overhead costs as more of your employees can now work remotely—a major benefit of digitizing large format documents. There are a slew of remote work applications out there that facilitate employee meetings, collaboration, and tasks. And with document management software, it's easy to sort large-format digital documents by keywords, index them, and retrieve them fast across multiple devices. Digital documents are easy to share and back up too.

Go Green and Boost Your Reputation

Less paper is more for the environment. Less waste—and there's a lot of waste with large format documents!—reduces your company footprint in an easy and noticeable way. And a green company is a more marketable company, too. Research shows that more and more people are going green, and this is reflected in their business choices. If you can show that your business is doing the same, you'll see more customers out of it.

Digital is More Secure 

Plain and simple; digital storage is safer than physical. Apart from the obvious benefit of digital over paper when it comes to degradation from time, water—coffee spills—fire, and natural disasters, digital documents can be tracked. And, although it's extremely unlikely that a cloud server would be compromised, even if it was, there is version history and backups on separate servers. The cloud is practically immune to natural disasters. As for day-to-day mishaps, you can use the metadata on a file to determine exactly who has looked at a file, and when they looked at it, and if they put it in the wrong spot. Data encryption makes your digital files more secure as well. Internally, employees can't walk off with a document unintentionally (or intentionally), and encryption prevents bad actors from outside the company from gaining access via a compromised device.

Free eBook: Become a Paperless Company in 90 Days

Digitization Saves Money

This last one is a culmination of the previous four. Digitizing large format documents saves you money on paper, ink, staples, clips, sturdy shelving, and metal storage cabinets that weigh more than a smart car.  The rows of filing cabinets, bins, and boxes that once marked you as a large format documentation company become part of yesterday. The digital version of your company is sleek, modern, and weightless.

And because your company can search and share and update large format documents effectively, you save a ton of time. And time is money.

Digitize Your Large Format Documents Today

Improve your workflow, increase productivity, minimize stress, recapture storage space, go green, enjoy added security, and save money. It begins with a decision to look forward.

Don't hesitate to contact us with any questions you may have; we'll get back to you right away.

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