In today’s workplace, you’re seeing fewer and fewer paper files, and that’s a good thing. For one, they can become messy or misplaced easily. Secondly, depending on the size of your files, they can take up a lot of real estate and cost you more overall. Plus, there is a huge security risk since paper files can be lost, stolen, or also are suspectable to disasters, like fires or floods.
Lastly, the world has become greener than ever, and the hope is that we live in a “green society” moving forward and all that excess paper can have a huge impact on climate change since the paper is made from precious natural resources.
Therefore today, more than ever, it is the perfect time for your company to switch to a cloud storage platform and take advantage of the benefits of document digitization.
What exactly is document digitization? This is the act of transforming information on paper and which is traditionally stored in a file cabinet, which is unstructured data, into a file format that can be saved in the cloud, accessed from multiple devices, from anywhere at any time.
Here are some other benefits of digitizing organizational documents:
Saves On Space
As mentioned earlier, having a traditional storage system for your files can take up a lot of room at your business. By moving your files into the cloud, you’ll save a tremendous amount of physical office space.
Retrieving A Document
Let’s face it, when you need to find that oh-so-important document, it’s a lot easier and faster to search and access files electronically. Also, this workflow allows for employees to access files no matter where they are working from, thereby eliminating the worry that your business comes to a complete standstill during the unforeseen.
Digitize Paper Documents
The advantages you can receive from digital paper documents are crucial to any business today.
For one, it’s safer using digitize paper documents compared to your standard paper documents. By digitizing paper documents a password can be set, track who receives the document, and collaborate in real-time or even find out what changes have been made.
Plus, if your file gets accidentally deleted, there’s a way to recover the file. Compare this to a physical paper document, if the document is lost, it’s most likely lost for good.
OCR and Version Tracking
When you digitize your documents or files, an added benefit is using Optical Character Recognition or OCR. This method allows the user to add human handwriting to the digitized paper documents and digitize paper files.
The ability to edit a converted paper file increases the ability to update older documents with new information. However, it can cause confusion when files others don’t know a document has been updated or changed. That is where version tracking and control come into play. While some version control methods are as simple as applying a new version number to a file, there is sometimes a need for more advanced methods of version control.
So, there you have it. The reason to switch to using digitize paper documents and digitize paper files is enormous.
If you want your business to thrive in today’s world, then it’s time to embrace document digitization.
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Speak with a Docutrend document management expert and get a no-obligation assessment of your printer and copier environment today and learn how a customized DMS plan to help you start saving time and money.