Look at some of the benefits of document scanning and storing data electronically and imagine all the efficiencies you could gain:
Increase Flexibility and Collaboration
A digital document management system results in greater flexibility. This added flexibility supports the ability to collaborate. Your team members can review, update, track, and share documents seamlessly. Consider remote workers. Your team will be able to work efficiently and effectively from a remote location. Your team members will be able to access all the documents they need to perform their jobs without having to be in the same office — or in the office at all.
Greater Document Security
Electronic data storage is inherently more secure. You can password-protect files, track who is viewing what when, and control layers of access. It is much harder to keep paper documents safe and to monitor who is reviewing them.
Reduce Costs and Increase Efficiencies
If you are now storing paper documents, then you may also be leasing office space to do this. There is a cost to physical document storage. There is a clear opportunity to reduce the space needed to store physical paper documents.
How much could you save if you no longer needed to print and deliver paper documents? With electronic file storage, you benefit from cost savings and reduce the amount of time and resources spent getting a document from one place to another.
Experience Simpler Document Management
In the business world, there is a clear advantage to making things simpler. A business also wants to be consistent, and consistency is hard to implement in a paper world. With electronic documents, you can quickly introduce new formats and workflows. These workflows are built into the digital document management system and ensure consistency and reduce the chance of human error.
Imagine how much time your team spends looking for documents, scanning documents, copying, and sharing paper documents. With a digital system, your team will no longer need to spend countless hours with these tasks. One of the best benefits of storing documents in a digital format is eliminating non-fulfilling, repetitive, thankless administrative tasks.
Free up time and increase your team’s motivation by allowing them to focus on larger, meaningful projects which mesh with the priorities of your organization.
Conclusion: Stop using paper as the core of your document management system. Paper is on its way out of the business ecosystem.