Businesses keep on improving their core functions that directly affect their performance and market position. Though, they often overlook the need to modernize their Record Management system and document handling.
If your document storage and management system is old, it might as well be obsolete. Thus, there is a need to upgrade it so that the personnel easily store, access, and retrieve the information when required without compromising on productivity. Thus, without any further emphasis, it can be concluded that a fast and robust Document storage system can prove to be an asset for a company.
It is also an established fact that the curation and the capability of retrieval of the information at will is directly related to an organization’s productivity.
Below listed are 6 ways in which scanning and digitization of your document storage can boost your company’s productivity!
1. Reduced Logistical Effort
Paper adds up quickly and it can pile up into mountain-sized loads within no time. Physical storage of the documents on site has its own limitations. Physical storage eats up a lot of space, moving the heavy loads of paper is tedious, and retrieving the right piece of document on time becomes a challenge. If this load of paper and unorganized information can be transformed into digital format stored in hard drives or cloud, not only the storage space is minimized, the retrieval becomes lightning fast.
2. Enhanced Information Security
Physical documents are vulnerable to stealing or misplacement. If they contain confidential and sensitive information, the documents might be attracting corporate espionage or even identity theft. The only ways to protect physical document are a vault (too expensive!) or shredding. Your organization can simplify things for itself and its stakeholders by scanning all the documents and storing them over personal or external servers for quick retrieval. If infrastructure or space is the limitations for your organization, you can always rely on Record Management Service providers that are nothing short of an asset to companies like yours.
3. Seamless Team Collaboration!
Businesses today operate with multiple teams working from different locations within a country, and even from different countries. The effectiveness of their collaboration and overall productivity heavily relies on the quickness with which a piece of information can be accessed. For example, there might be multiple tax teams working to sort out the tax provision for a multi-national firm. If the company is using physical set of paper, not only retrieval will be difficult but also sharing too. If you introduce a digital document storage solution into the picture, it changes entirely for good.
4. Audit Compliance
Audit compliance is crucial for businesses, big and small to function legally in any location. Audit compliance becomes hassle free when combined with fast access to the data and records. It all depends upon the organization, curation, and format and retrieval speed of the required information. Digital storage and scanned documents can clear the audits of the strictest of auditors. Moreover, you need digital document storage to cover your basis when it comes to litigation support.
5. Safe Disaster Recovery
There have been numerous cases when physical documents were damaged due to an uneventful tragedy and the affected organization had to pay the price. For example, in fire tragedies, paper documents are the first things to get destroyed beyond recognition. Now imagine if the ashes contained insurance, tax information, balance sheet, blueprints, and what not! Such loss might cost a company a hefty amount enough to make it bankrupt. On the other hand, the risk of information loss arising from such disasters can be effectively mitigated by using the digital documents. Multiple backups saved over different servers in different locations encrypted via passwords can provide a fail-safe way to companies looking for information protection.
6. Less Clutter!
Speaking of clutter, it is inversely related to productivity. And, we are saying that from experience. Digitizing your crucial business documents will permanently remove the clutter and save you a lot of utility space in addition.
So, we gave you 6 good reasons to digitize your document storage system. Get started today to enjoy the benefits of enhanced organizational productivity!