The paper documents and file cabinets are on the way to extinction from the offices. The cloud storage is playing the important role in management of the documents in the offices. But, what about the old paper documents?
The technique called Digitizing Documents help to convert old and current office’s documents into digital files. This is the good way to keep the documents up to date for the company. The digital documents have eliminated old and tedious document management methods from the offices. A good document management software and the well-maintained log of the digital files can help to find the documents easily.
The many organizations see the future in digitized files. But, many organization deny digitizing the huge number of paper documents. Going through the all old cabinet files and scanning them and uploading on the cloud server might be the difficult and time-consuming task. But, the investment of the time in digitizing the documents can prove all the efforts in business productivity.
Why To Digitize The Documents?
There are some obvious reasons to digitize the paper documents.
All the office works are in paper formats since the last couple of decades. The office's spaces are fill up with the tons and thousand of the documents. When the employee in the office wants to search for the one specific document, he/she has to go through the entire office archival system and then search for the file number and withdraw the document from the file. This process is so time-consuming.
Also, the average employee in the office spent around 50 minutes per day only for reading the documents, files and emails. This means weekly 4 hours are wasted on only reading the documents.
The document digitization provided a convenient way for both to store and manage the documents. The digital documents are stored on the online cloud so that employees can easily access the documents without wasting office hours.
Accessing of the important documents can be easy if they are at the remote storage. The digital documents are stored on the cloud so these documents can be easily accessed online. Also, the one document can be viewed by many users at the same time.
The main advantage of remote storage is, even if the user is not in the office still he/she can access the documents on the cloud. User can gain access to it through the personal laptop or the mobile and can easily share the document with the other employees.
Digitizing Documents has converted the offices into paperless. The file cabinets are slowly vanishing from the offices. The document digitization reduced the paper use and certainly save the cost of the paper toner and paper ink.
The environmentally friendly company is always praised by everyone. The greener company might get tax reductions and other rewards.
The paper documents are accident prone. The company handles important documents such as employee information, policies, insurance, audit records. These documents are generally in paper format.
The document digitization can add safety to these important documents. The paper documents have chances of getting stolen or lost somewhere. The scanning of the important documents keeps them safe on the cloud storage.
The paper documents also face the unexpected damage like burn due to fire or damage due to water spoiling. Digitizing the documents add safety benefits to the office work.
The document management software helps to categorize the digital files and documents properly. These documents are properly indexed by the software so that user can easily find them.
This document management software take the digital documents, tag and label them clearly using various keywords. There is no complex file management and people can easily search for the intended documents and access them within a second.
The document retention is plus point in the document digitization systems. The outdated and unused files are automatically discarded with the help of the retention policy.
For example, if the business has the policy to schedule the retention after every 5 or 10 years, the document management system will automatically detect the outdated files. The retention can schedule on specific date for the files. These files are then deleted or moved to a new folder or directory.
Different rules, regulations, and security protocols are well maintained by the document retention system. This is very useful for helping businesses to stay in the market flow.
The retention system helps to save the HR department’s effort by managing the old irrelevant data files. HR do not need to keep track on outdated employee files. Also the sensitive information about the projects, clients in the office are automatically deleted when it is no longer for the use.
Moving the paper filing system into the Document Scanning Services has made a big impact on the work and management of the company. The digital documents are the safe and convenient method to manage the office records. It has reduced the paper use and also helped in increasing the productivity.
This blog is listed under Development & Implementations Community