Going digital has become a big must in any industry. Getting rid of countless papers and becoming ‘paperless’ is no longer a luxury, it’s an essential business strategy, and one that every company – from huge multinationals to one-man-bands – will have to face if they haven’t already. Before we delve into the benefits of document digitisation, let’s see what we’re actually talking about.
What is Document Digitisation?
In its simplest form, document digitisation is the transfer of physical documents into digital ones. Any type of document can be converted – paper files, accounting books, audio files, customer records, client information – and the digital documents can be edited, shared or stored anywhere on the network, by anyone who has access to it. In short, this modernisation of office life is making work much easier and more accessible.
In order to successfully transition your physical files to digitised ones, you’ll likely need the support of document management software or a robust system. Luckily there are many to choose from and professional organisations such as Brite Advice can offer all the support your firm will need throughout the end-to-end process, including recommending technologies that will add necessary security and protection to your newly digitised files.
What are the Benefits of Document Digitisation?
As we’ve already mentioned, digitisation is a time saver. Once your physical documents have been digitised, you will have quick and easy access to them all. There will be no need to search through cabinets of files for that one piece of paper that inevitably you’ll never find. With document management software, retrieval is easier than ever. Additionally, employees can share or edit any document on the system and these can be accessed anytime, anywhere. Imagine someone carrying a big stack of papers on a business trip. It would be a nuisance. With a laptop and internet access, all the data you need is just a click away.
Another benefit of document digitisation is safety and security. Physical paper can be easily lost or damaged and it can become irreplaceable. Digital documents, however, cannot be irreversibly damaged since they can always be retrieved. With system backups, your data will be safe from any power outages, deletion, server crashes, and so on. Furthermore, the files can be accessed only by the people who have been authorised, keeping your trade secrets exactly where they’re supposed to be… a secret.
Finally, a robust, streamlined document management system can be extremely economical. Not only does it save employees a lot of time that would have been spent looking for a specific physical document – time that could be used elsewhere, or FTE salaries can be saved entirely – but it is also an eco-friendly option. Going paperless could save your company a lot of money that was previously spent on buying paper, storage or even on printers and photocopiers, and their maintenance.
In summary, choosing digital over traditional is a great move, as you can save both time and money by having your documents digitised. Not only would you be helping yourself and your employees, but you would also be helping the environment by using no paper. All in all, this is great way to do business.
For advice and support on document management or digitisation, get in touch with the expert team at Brite Advice.