In the 20th century, one of the great dreams for many offices was the idea of eradicating paper entirely. When computers were integrated into office activities during the 1970s and 1980s, people thought we were on the cusp of achieving that goal.
In the 21st century, unfortunately, that goal has yet to be reached. We still have printers and photocopy machines in many businesses and they are still generating more forms, documents, and the other physical printouts required for business operations and our staff’s habits. However, we are now much closer to achieving this goal thanks to new advances in electronic document management and storage. In the following blog, we list four reasons why now is a good time to start considering the practice for your office.
1 – No More Lost Files
Human error makes it possible, either through for forgetfulness or other honest mistakes, to misplace documents and files. However, with an electronic system, once a document is entered accurately into the system, it can never be lost again. Even if the data logging the document is inaccurate, you can almost always track down the document via one of the many database fields associated with good document management systems. In addition, and no matter where you are, or what time it is, as long as you have Internet access, you have access to your data.
With digital documents, as long as a file has been entered into the system, it will always be present, unless someone takes the deliberate step of deleting it. If it is deleted, the audit features will display the who and when associated with that action. Files are also always accessible regardless of the time of day since online storage means no time or place requirements.
2 – More Physical Space
By migrating your documents to a digital format, you also claim back a lot of office space. Some businesses will have entire rooms dedicated to archives and records. Other, larger businesses with decades of files may have an entire facility either purchased or under contract to maintain the physical storage space required.
With digital files, the expense and actual physical space can be reallocated. You can reuse inter-office spaces for other purposes, or you can divert the funds required for off-site archival maintenance to actual profit-generating activities.
3 – Save On Office Expenses
By eliminating the need for large amounts of paper, you eliminate many ancillary office expenses. In a typical office, for example, a single employee may need to be supplied with 10,000 sheets of paper. Drastically reducing that across all employees also means reducing the need for filing cabinets, photocopy supplies, printer supplies, and other associated costs with document creation.
This also means that your employees will be more efficient. When dealing with customers, for example, there’s no longer any “downtime” while files are retrieved, since they can be viewed on the computer. This also applies to inter-office activities, as fewer physical forms mean more efficiency for everyone.
4 – More Security
With documents that are stored digitally, you no longer have to worry about unauthorized physical access. As long as you pick a service that has modern digital security and encryption, your business information is now safely stored away such that even in the event of a disaster such as a flood or an earthquake, your files are safe.
Digital documents mean that your data can be stored online and is always available. Even if you’re experiencing a power outage in your building, as long as you have a phone with access to the Internet, it’s possible for you to retrieve your documents. And with the proper security, no one except authorized people can access and view this information.
Ready to take the leap and start your digital transformation? Contact CASNET for expert help today.