Do you remember the days when you needed to find a place in your office to store important documents?
In some organisations, the layout of desks and furniture was based around the storage of sensitive information. However, these days, more and more companies are choosing to digitise these documents instead of finding spare space. Not only does it help free up precious room in the office, but there are multiple other benefits that comefrom storing them electronically. Particularly for businesses that operate invarious locations.
So what are these advantages, and why are more companies digitising important documents? Here are the most common reasons and why you should consider it if you’re still relying on storage boxes or filing cabinets.
The Benefits of Digitising Important Documents
Document digitisation allows for easier access to and storage of important information. When stored electronically, your files can be accessed from anywhere at any time.
This means you don’t have to worry about losing a hard copy of an essentialrecord.It will always remain accessible online. If something happens to your physical items, then all you’ll lose is some paper. There are several other advantages that digitising important documents bring as well.
Increased efficiency
In recent years, an increased number of companies have been digitising important documents in an effort toimprove overall efficiency. This is mainly due to the fact thatit makes it easier to access and share these records, both internally and externally.
Many businesses are also able to save time by not having to re-enter information manually every day.It even reduces the risks of errors being inputted into spreadsheets and databases.It can meanthat staff don’t spend hours searching through paper records looking for specific pieces of information, especially if it has been uploaded incorrectly.
Improved Security
Digitisingessential documentsnot only makes them easier to access and share but also helps to improve security. The risk of cyber-attacks increases exponentially when you store your sensitive business files on external servers.
To avoid these issues, many companies now use the cloud to store their confidential files safely and securely. This means that all the information can be accessed from anywhere at any time through a web browser. With this type of online data backup service, there’s no need to worry about losing valuable records because everything is stored electronically.
Cost Savings
Many companies digitiseessential documents to save money on paper costs and office space. By digitising documents, companies can reduce the amount of paper they use. This, in turn, reduces the company’s costs for printing and postage.
In addition, with an electronic document management system, you won’t have to pay expensive storage fees or rent out physical offices anymore. Finally, digitisinginformation makes them easier to share with others. You no longerhave to send physical copies via traditional mail or courier services.Instead, files can be sent digitally via email.
Enhanced Collaboration
In today’s digital age, companies are turning to digitisationas a way to improve collaboration. By using a cloud-based document management solution, employees will be able to work together on projects without leaving their desks.
Instead, team members simply log into the online portal, where all the relevant information is stored securely. By converting essential documents into digital formats, employees can access them from anywhere on any device. This not only makes it easier for workers to collaborate but also helps to ensure that critical information is always accessible.
Better Compliance
Compliance is a top priority for businesses of all sizes, butkeeping track of all the rules and regulations can be challenging. That’s why many companies are turning to digitisation to help improve compliance. By scanning and storing important documents electronically, businesses can meet obligations by ensuring sensitive information is stored safely and securely.
Digitisation also helps reduce the risk of data loss or theft, leading to costly fines and other penalties. In addition, by using digital processes, you can ensure that your business complies fully with industry requirements while still keeping control of critical paperwork in one place. It even forms a crucial component of disaster recovery and business continuity plans as you no longer rely on physical documents that can erode or be easily destroyed.
Why Your Company Should Digitise Important Documents
It’s easy to see why more and more companies are digitising important documents. There are many benefits to doing so, including increased efficiency, security, and accuracy. Additionally, digitising documents can help to improve communication and collaboration within a company.
There are also the cost savings. From reduced office space due to the lack of storage boxes to the time, your staff will get time back in their day by not having to spend hours searching through filing cabinets for critical documents. There are even the paper-based costs that add up once you realise how much you use for printing, posting, and sharing with stakeholders.
If you have not yet digitised your essential documents, there is no better time than now to consider doing so.
Want expert advice on protecting and digitising your important documents? Compu-Stor is an Australian owned family business specialising in information and records management solutions and services. From document, media and data storage to digital scanning, business process automation and consulting services, Compu-Stor provides a wide range of solutions using the latest technologies & methodologies to deliver secure and efficient services.
Through its Digital Transformation Solutions, Compu-Stor helps maximise the accessibility and flow of information within organisations. With offices across Australia, Compu-Stor works with its customers to provide cost-effective and secure solutions tailored to their needs.
Contact us today for a free initial exchange to see how we can help you: 1300 559 778 For more information, visit our website at https://www.compu-stor.com.au/.
