Moving from Paper-Based to Digital Document Management

close-up of a woman typing on keyboard

Documents are an essential part of any business, no matter what industry you’re operating in. Making the switch from paper-based to digital document management can be an extremely effective way to save time, improve efficiencies and mitigate risks. Think about it – if you’re wasting time searching through filing cabinets, your work bag or desk drawers looking for papers, you’re taking time away from doing your job. Furthermore, storing confidential or sensitive information in a filing cabinet is less than secure. Read more about the benefits of digital document management.

7 Benefits of digital document management

1. Reduced physical storage space

With a digital solution, there’s no need to worry about filing cabinets, bins or boxes. Instead, you can use that office space for something more useful, or benefit financially from needing less physical space.

2. Enhanced security

Digital storage provides greater security when it comes to confidential or sensitive documents. Access can be restricted or controlled, you can see who has viewed or modified a document and more.

3. Better organization

It’s simple to keep a digital folder organized. When you implement the right solution, everything your employees need is stored in the same location and will likely be searchable, allowing them to find things quickly and efficiently.

4. Standardized approach

When dealing with a group of people who all have different methods of storing information, it can be difficult to implement a standardized approach. Digital document management ensures a more uniform process.

5. Greater opportunity for collaboration

Information sharing and collaboration are easier when files are stored digitally. Documents or files can be accessed from almost anywhere, can be shared and employees don’t have to worry about version control.

6. Fewer lost documents

According to PWC, companies spend $120 looking for a misplaced document and $220 to reproduce a lost document. Luckily, it’s harder to misplace documents that are stored digitally and easier to find them if they do happen to get misplaced.

7. Better BDR

Backup and disaster recovery is an essential part of document management. Digitally stored files can’t be ruined by a flood, a fire, etc. like hard-copies can be. The right business communications company can implement a backup and disaster recovery solution in order to detect issues before they arise, and get you back up and running in the event of a disaster.

Looking to move to digital file management? A cloud-based solution may be right for you. Contact the experts at Warwick to learn more.