Traditional document storage is missing the mark in numerous ways, especially when getting compared to newer technologies. The office of today has many high tech possibilities to rely on, one of them being electronic document storage.
If your organization hasn’t made the switch yet, you may be wondering whether electronic document storage is worth it. Here are some of the most important advantages associated with the technology.
Better Collaboration
Electronic document storage makes it possible for everyone to access the right documents at the right time. It’s easy to assign usage rights through the system. The system will also create an accurate log of people who have accessed data, modified files, created or deleted documents.
With so much information and ease of access, collaboration becomes a much easier task.
A digital solution allows collaboration between different departments, offices located in different cities and investors who live abroad. Important information will be available as long as people have internet access and the authorization to access data.
Higher Levels of Security
Speaking of accessing data, unauthorized activity becomes much more challenging when an electronic document storage solution is in place. A digital document management system comes with multiple security features. File encryption, different levels of access and authentication systems are just some of the characteristics that make unauthorized access nearly impossible.
Achieving the same level of security through the use of a paper-based system will be incredibly difficult. There’s no traceability and the introduction of the necessary safeguards is a much more expensive task.
Freeing Up Space and Cost Reduction
While this may seem like a minor advantage for some, entrepreneurs and organization managers know just how much space a traditional document storage system is going to occupy.
Going the electronic route frees up a lot of office space. Electronic document storage makes it possible to repurpose an entire room that would have otherwise been dedicated to keeping documents safe. Alternatively, a company can move to a smaller office and cut on the cost of renting.
When it comes to saving money, electronic document storage provides additional opportunities. The cost of cabinets, supplies and maintaining the database in perfect order is high. An off-site document storage facility can also be quite expensive, depending on location. Digital document management solutions are more affordable. Companies pay solely for what they use, which makes both financial and practical sense.
Document Management Consistency
The consistent storage, updating and formatting of content can be incredibly difficult to introduce when paper copies of documents are being relied on.
Electronic document storage makes it easier to ensure consistency. The implementation of digital workflows gives everybody an idea about how documents should be created and stored. There will be no room for error when employees have such guidelines.
Content will be generated and archived in one of the same way. Needless to say, it would be much easier to look for information and boost accountability this way.
A Higher Level of Productivity
Easier document creation, formatting and storage gives everyone involved a chance to focus on the more important tasks at hand. Through electronic document storage, a company can easily improve its timelines. The available tools are ideal for ensuring the timely generation of records and escalating bottlenecks. These features, combined with easier access simplify the task of employees and minimize time waste.
Choosing the right digital document management solution is the key to experiencing these benefits. The market has many options to offer, which is why you’ll need to get acquainted with the possibilities. Based on this information, it will be easier to choose an adequate possibility.