on 18 April 18
It is the difficult job for the big organizations to manage all the paper-based documents in a proper manner. The management of the files related with the employees, company policies, audits, regulations and control adds extra burden to the HR team.
The Document Digitization Services help to convert all these paper documents into digital forms. This has dramatically reduced the file management issues in the organizations. There are some reasons why the many organizations are relying on digitized documents instead of paper?
Reasons To Digitize The Documents
The document digitization has made a major impact on the office work. It provides the reliable way to access and store the important documents. The amount of paperwork is now slowly decreasing from the offices.
On an average, a normal employee spends 51 minutes per day only looking for the paper documents and files. This means more than 4 hours per week is wasted on just for looking the documents. What will happen if this time is saved?
The employees will get the extra time to plan for the company future. This wastage of time can be utilized in building the new business ideas and strategies for the company.
The document digitization has made the document available within a second to the employee. The digital documents are stored on the remote cloud servers. The user can easily access the documents from the cloud at anytime from anywhere. It helps to store the documents in the organized and structured manner.
Now, there is no need to spend the time to look for the intended documents. The documents are available to the user at its finger tip. The digitized documents are indexed properly, so the user can easily navigate through the bunch of documents.
2. Geography Of The Documents
The paper documents in the office always move from one desk to other. While some documents move from one town to other. The offices use the centralized archive system within the office for the document storage.
Sometimes, office places can shift from one building to other. At this time, the moving of such large archive system is a difficult task. Also, if the new manager gets recruited in the office, the paperwork flow from former manager to the new manager. It is difficult for the new manager to access the documents those are stored by the former manager in the storage.
The challenges with accessing the documents continue until the record is in the form of the papers. The shuffling of the paper documents are constant from one department to another in the company.
It is necessary to store the digitized document on the remote server so that user can access it easily. Document Digitization Services allow the user to store documents in the cloud storage. This cloud storage is act as the central server which is hosted on the Internet.
This feature has allowed the company to categorize the documents according to the department. It allows smooth workflow of the documents among the company without any hesitation.
3. Document Sharing And Access Permissions
The documents in the company are dynamic in nature. These documents need the easy and secure way of sharing with the other departments in the company. Sometimes, these documents are shared with the external parties like government, auditors, and lawyers. The important thing is secure sharing of the documents.
Most times the documents are shared via email or sometimes by physical delivery method. Once the document is share with the other person, the company do not have any idea about what happen to the document later?
There might be chances that the person can make multiple copies of the sensitive data and forward it to other unknown users. This can create huge issues with the company.
The access permission should get assigned to the digital documents. The access leaves the user’s possession over the document and no unintended user can access it. The company should keep the complete audit of the documents. The auditing of the documents includes who has accessed the which data and when?
Company should restrict the important data to view only access so that no one can make copies and forward it to untrusted persons.
4. Document Retention
Every organization has the retention policy of the documents. Due to lots of paper information, the many organization fail to implement the retention policy properly. The paper records and email are the primary methods of the sharing the documents.
The HR department in the company needs to make sure that which should be kept in company as long as it is needed. The company always wants to ensure that the data should get destroyed as soon as it’s use is over.
Every document type has its own retention schedule. In most cases, the retention is caused by the termination time of the employee. As the HR documents are on paper, they all go into a folder. And the due to poor monitoring over the employee’s file can cause failure in retention.
The digitization of the HR records can help to improve management of each document according to its policy. The system will automatically detect the elimination of the document. With the help of digital platform, the HR department in the company has strong governance over the document management.
Moving the paper-based documents into the digital environment is a major breakthrough to perform the critical document management. The Document Imaging Solution has created a safe and secure management of the document workflow within the companies.
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