Posted By Ash Conversions International
If your company hasn’t digitized internal documents yet, there’s no better time than now. When you digitize your internal documents you get incredible benefits that will take your company into the future.
Here are five benefits you can take advantage of when you digitize your internal documents:
Your internal documents probably contain sensitive information that not everyone should have access to. When you digitize these documents, you can easily restrict access and only give permission to those who need it. This also leads to enhanced version control, due to the fact that only the people who need to work on the document will be working on it. Plus, digitized documents come with a date and time stamp, allowing you to see which versions were created, and when.
Paper can get lost. It can deteriorate over time and the slightest bit of moisture can render its content unreadable. Backing up paper documents is hard, whereas backing up digital documents can be done with one click. Furthermore, if you require a tangible backup of certain files, all you have to do is print the ones you need.
Internal documents may require collaboration from different employees. While not everyone can work on a piece of paper at the same time, digital docs are easy to collaborate on. Multiple people can be working on the same internal document at once without having to pass a paper back and forth. If you have more than one office, this will be incredibly helpful. Moreover, digitizing your documents allows for better task management flow. Through advanced workflow capabilities, you can route documents throughout the company while tracking the progress and status of each.
Archiving and managing paper documents is expensive and time consuming. Instead of putting an employee in charge of this and basically wasting their talents, you can create a digital archiving process that allows you to retrieve records and files electronically with ease, saving time and money. You get better timelines, as employees do not have to search through file cabinets to find the document they need to work on. Instead, they can simply pull it up quickly on their computer and work from there.
As mentioned above, digitizing your documents creates a better and more cost-efficient workflow. This in turn increases productivity because your employees will spend less time searching for docs and more time actually working on them.