9 Ways Document Digitization will Reduce Costs and Boost Productivity

Posted by Andrew D'Arcy on Feb 24, 2020 10:13:00 AM
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Topics: document scanning services

Cost-efficiency and productivity are vital to every business's bottom line. If your employees are spending precious time searching for documents in disorganized binders and file cabinets, you're losing out on efficiency and money. 

When you utilize document digitization, you and your employees will reap a plethora of benefits. So continue reading and we'll walk you through some of the top benefits of document digitization.

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1. Access Your Documents from Anywhere

If you travel a lot for your job or your business has offices in various areas, then you want to be as flexible and digital as possible. An employee who has to carry a briefcase full of important documents will be slowed down and risks losing sensitive information. There are few things worse than showing up for a big meeting and realizing you left an important report at the office. 

By digitizing your documents, you eliminate the chances of human error. No matter where your coworkers are, as long as they have access to the internet, they should be able to access the files and documents that they need at that moment. Whether they're down the street or halfway across the world. 

People who are on the road a lot can now pack light while being able to access an infinite supply of pertinent information.

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2. Save Time

Not only should you digitize all of your current and future documents. But you should digitize your old ones too. If you have an employee who needs to see something from an old account, they could end up wasting hours going through bins and storage closets. 

By having all of your documents on a server or some other database, it shouldn't take more than a couple of minutes to access any file in the system. 

3. Save Space

In today's modern work environments, shared spaces are becoming much more popular. It's getting harder and harder to find rooms that you can solely dedicate to storage and filing. And even if you do have the space, you can use it for other important purposes when you digitize. 

When you start digitizing your documents, you're going to realize just how much bigger your office actually is. This could even allow you to grow your team or business in new ways you hadn't considered before. 

By transitioning from paper documents to digital ones, you'll be amazed by how much time, money, and space you end up saving. 

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4. Be Prepared for the Unexpected

Do you have all of your vital documents locked in a safe space in your office? If a natural disaster, fire, or robber should occur then you could end up losing vital documents and information. 

By having your digital documents stored on a server, offsite, or backed up in the cloud, you don't have to be worried about physical disasters. You can even back up your information on space-saving hard drives. So even if your office ends up completely flooded, your important documents will be safe and sound. 

5. Document Digitization Is Eco-Friendly

Many businesses today are striving to be more ecologically conscious. In fact, it can be a big selling point too. But it's hard to be eco-friendly when you find yourself buying and throwing away more and more paper.

And as your business grows, you'll be adding more paper and documents and making copies upon copies just to make sure everything is safe and secure. By transitioning from disposable materials to digital ones, you'll be reducing your carbon footprint and creating a greener work environment overall. 

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6. Encourage Collaboration and Productivity

Just about every business wants to improve the synergy and collaboration going on amongst their employees. But working with paper can make it hard to edit, view, and share important information. 

By having your documents in the cloud, not only can all of your employees work on the same document, but they can see the changes being made by their colleagues in real-time. This can cut down on miscommunication and ensures everyone has access to the most up-to-date versions. 

7. Enhanced Security

A document that's scanned and in the digital sphere is trackable. You have the ability to grant only specific people to access, view, edit, and share certain documents so that nobody is viewing information they shouldn't be. This enhances your security and keeps things confidential.

Plus, with new encryption technology, your sensitive information will be much safer in the cloud than in any file cabinet. 

8. Improved Information Preservation

Physical documents can deteriorate over time. They can get lost, moved around, ripped, and stained. A digital document, on the other hand, will maintain it's quality for as long as you need it to. 

9. Keeps Your Business Competitive

Like it or not, your competitors are likely digitizing their company's paperwork. And if they haven't started yet, you can get ahead of them by acting quickly. Digitizing your documents will make your business quicker, lighter, and more productive while also reducing costs in the long-run. 

Understanding the Benefits of Document Digitization

As our ever-changing world becomes more connected and more digital, there will be a great divide between those companies that took the leap forward and those that lingered behind. Utilizing document digitization is one of the best ways to bring your company into the new decade and get an edge on the competition. 

The more digital you can go, the more nimble your growing business will become. 

Do you need help digitizing your business? Contact us today and see how we can help you!

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