If you want your business to continue to flourish, you have to consider the benefits of going from a physical paper filing system to a digital file management system. You may not have considered changing your filing system in the past; however with the technology available today, it’s something to think about for your office now. There are many advantages to switching over to a digital filing system. Let’s take a look at a list of advantages to switching over to a digital filing management system software.
A digital filing system will start paying for itself in a number of ways. For example, with an electronic system, you won’t have to buy physical storage space to hold your files nor a location to put it. You’ll also save money on printing reams of documents. You won’t be paying employees to spend their time going through physical filing cabinets. Your employees will be more efficient. Documents stored digitally are stored at a lower cost than physical files.
By using a digital filing system , you take away the massive misuse of paper many companies suffer from. If you’re looking to improve your company’s image, consider going paperless. On top of the other benefits, changing to a paperless office can give you tax benefits. Creating a paperless office helps you keep your supply costs down and stay organized. Having a digital filing system can positively change your business.
Streamlined Business Operations
It can be extremely difficult to retrieve physical documents that you file and store in your office. Documents can get lost easily among the numerous folders and files – and they may never be seen again. Document loss can happen due to human error, breach of security, or natural disaster.
These are things that will not happen with a digital filing system. When a file is scanned into the system, it can be searched for easily. Digital documents can be found within seconds. Sit down at a desk and you can find electronic documents easily on the cloud without losing hours of work. It takes far less time to find documents and leaves you more time to work on more important documents. Using a digital system allows you to become more efficient, saving your company both time and money.
If you only have a traditional paper filing system, anyone can access it, look through documents, and do with them what they please. If you have a digital file management software system, you can set different levels of protection so that all your documents are confidential. These documents can only be accessed by specified employees. With a digital filing system, you can have passwords attached to your documents or folders. You can specify which users get access to which folders with role-based access. Data encryption and audit trail processes help you to keep a record of what files were used and when they were opened. With a file management software system, you can keep all your important documents far more secure then if they were in a file folder.
Natural disasters, such as fire, flood, or earthquakes can easily destroy all the paper files in your office. Most of the time, these documents can never be recovered. This is not a problem when using a digital filing system. Your data can be stored on cloud servers that are located virtually anywhere, so you can archive all your files safely without ever having to worry about losing those files. When using a Cloud-based system, you can access your files anywhere, including through an app on your mobile device.
Having a digital file management software system within your company is important. Don’t deal with the stress and hassle of a paper filing system anymore when you can have it all in one organized place with easy access.