Lots of companies find that documents can take up a lot of free space. Often, companies will find that there are so many documents entire rooms are needed to store them. This takes up space that could be used for other, more productive reasons. While it is important to have a good record keeping system, hard copies are becoming a thing of the past. With the advance of technology, keeping records has become less space consuming.
With document scanning, digital is the way to go for long term data preservation. Here are some reasons you should consider ditching the old method of keeping records and start going digital.
Saves Space
As you already know, paper storage takes up as lot of space. Sometimes rooms are used just for the massive amounts of documents that need to be kept. This includes the original copies, as well as any back up that you need to keep ensuring nothing is lost or ruined. Once digitalized, these paper records will no longer be needed. You can store backup copies of the files, without taking up any physical space. The best part is you free up some office space to be used in more productive ways.
Documents Are More Secure
When you have a room full of documents, they are at risk from being destroyed in something like a fire. This means you might keep backups to protect yourself, but that just means more space that is taken up by files. Digital records don’t take up any room and are safe from fire or water damage. They can be backed up on a hard drive or a cloud storage, which takes up no physical space in your office. Your information is safe and secure for long term data preservation on a computer for access at any time.
Saves Time
The biggest down side to paper documents is the time it takes to hunt down information. You have to go through file after file to get what you need. It also takes more effort to send a hard copy of a document than to use a few key strokes to send the information. It is also easier to send a digital copy to a different department than to send a physical copy to them. To have access to these documents, the party simple needs to have access to a password secure system. It is a quick way to ensure everyone has access to the information when they need it.
Go Green
Another reason to ditch the old way to keep documents is the paper it will save. Going green is good for the environment. It lowers the number of trees, which are cut down in order to create these files. Stepping away from the paper documents can benefit not only the company, but the environment in the long run. Many companies are doing this as of today, in an effort to be more efficient and greener.
As the world turns towards more technological advances, companies are starting to learn to be more efficient that have to keep up. This is true when it comes to digitalizing documents and ditching the old way to store them. Why waste space saving stacks and stacks of paper copies when you can have long term data preservation with document scanning? More and more companies are moving in this direction. In an attempt to free up office space and save their employees time when searching for something, digitalizing documents is the logical next step in this day and age. There are many reasons to go digital, what are you waiting for? 