Do you know that paper-based documentation can keep your business from achieving success? Yes. That’s correct. In today’s digitalized world, using physical documents to conduct business operations puts you at a significant disadvantage.
Repetitive tasks cost $5 trillion in lost productivity annually since it eliminates work duplication, minimizes the chances of errors, and improves workflow efficiency. If you don’t have a digital document management system in place, you don’t stand a chance against your competitors.
Here are some top benefits of digital document management that you should know:
Top Benefits Of Digital Document Management
Enhanced Security
Physical documents are harder to protect than digital documents. Anyone who has access to the storage room can steal your company’s sensitive information, including financial details, business secrets, customers’ private details, etc.
Digital documents keep your private information secure. You can protect your digital files via encryption and passwords. Moreover, if you decide to use cloud services, your data will remain safely stored at a remote location.
Cost Saving
Storing physical documents require dedicated rooms and resources like alarm systems and physical security to prevent unauthorized access. These expenditures are easily avoided using digital document management.
Digital documents can save you a substantial amount of money. You can store a room full of documents in a $200 pocket-size hard drive. If you opt for cloud services, you can store an unlimited amount of data on secured servers for a nominal monthly fee.
Quick Access
According to a white paper, employees spend 20% to 40% of their time manually searching for documents. They also spend significant time manually duplicating documents wasting business time and harboring greater inefficiency.
Contrarily, digital documents offer great convenience. An authorized user can access updated digital files in a matter of seconds. They can also find specific sections using the search function, which improves workplace productivity.
Disaster Recovery
Physical documents are vulnerable to physical damage in the storage space in case of a fire incident or a natural disaster. Once destroyed, the information on the documents cannot be retrieved, leading to work disruptions and possible compliance issues.
You can make multiple copies of digital documents and keep them off-site to protect your data. If you use cloud services, advanced disaster recovery tools can help retrieve your data within minutes and minimize downtime.
Automation
Physical documents are redundant–they require multiple departments to carry out identical functions, which increases job completion times and rates. Inefficient document management can lead to operational losses.
You can automate your business functions while using digital documents. You can use advanced tools, like enterprise resource planning (ERP), customer resource management (CRM), and more, to streamline organizational workflows.
Do you want to digitalize your documents? Hire our services today! At 3Alpha, we specialize in building information management services. We’re a leading database management service provider that provides reliable data digitalization services and a wide range of outsourcing services at competitive rates. For more information, send us an email at info@3alphallc.com.
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