Top Benefits of Document & File Digitization For Your Organization
Document digitization is the process of transforming paper documents into a digital format using various tools and techniques that computer systems may use to automate processes or workflows. Digitizing means to convert hardcopy originals into an electronic file format that can be saved, edited, and shared. It is regarded as the most important phase on the route to becoming a digital enterprise.
Businesses globally have started preferring it over paper records due to many advantages, as it improves productivity & efficiency. Physical records won’t allow you to pick up the fast pace of digital transformation. But with digitized information, you can gain an edge.
Becoming a digital business is no longer an option. If the COVID19 pandemic has taught us anything, it is that we must be exceedingly agile in order to adapt to disruptive occurrences. If your organization houses dozens, hundreds, or thousands of records in physical form, you might have considered going digital versus maintaining the physical records yourself.
What can you digitize?
Digitally converting microfiche, microfilm, and paper-based documents into an electronic format is a way to safeguard your important materials and provide you with quick and easy access when you need them. Digitization of data may be of various types:
- Digitization of paper documents
- Digitization of large size document
- Digitization of Books
- Digitization of Newspapers of Magazines
- Digitization of engineering manuals
- Digitization of Aperture cards
- Digitization of insurance forms
- Digitization of patient records
- Digitization Travel tickets
- Digitization of bills submitted by employees for claims
Document digitization processes varies by industry, every industry doesn’t save records the same way or in the same format. Our wide range of expertise to convert any type of documents into any style of digital format makes us unique!
The Advantages of Digitization for your organization
There are various advantages to digitization including faster access to information, improved customer experience, increased productivity, lower operational costs, improved decision making, and improved information security, higher mobility, automation of business processes, agility, and disaster recovery. Below is a list of advantages for digitizing your company records:
Increased efficiency & productivity
Did you also know that 70% of employees in any firm squander an hour every day on average merely accessing the information! Manual document digitization is a time-consuming process. It needs the use of humans. It is a method of protecting your most crucial papers, images, and documents. When documents are digitized, they can be stored in a central location and easily accessed by anyone with the correct permissions. This can save a lot of time when people need to find specific information.
As technology advances, it is now entirely done by automation and the use of computer systems. Dealing with physical documents slows down your team. When you use a system to handle your digital documents, it is simple to collaborate on papers without undoing each other’s work.
Save on space
Physical space for your business is a valuable commodity. Office space can cost anywhere from a couple of dollars per square foot to rent to more than $6 per square foot, according to MarketWatch. When you’re maintaining physical records, you’ll need room for the records, plus a scanner and space for your employees to scan.
You’ll also have to make sure that space is temperature-controlled and has security measures in place. Those costs could add up quickly.
The wrong use of space could lead to disorganization and slowed retrieval processes, which then affects your accuracy and efficiency. Digitizing microfiche and other documents means you can cut down on office space costs and use your space for projects that bring more value to your organization.
Data Storage and Recovery
Digitized data is easy to store at multiple locations, which assures the data safety. Data storage in multiple locations gives extra protection against data corruption or loss. Physical documents are more likely to get damaged in case of natural disasters, whereas digitized data is more secure and easy to replicate. Natural calamities are often unpredictable so storing it at multiple, secure locations adds reliability to your documents.
Have a Competitive Advantage
When you access the digitized data, it becomes easy for you to find various records instantly. You can run analytical diagnosis which can yield important insights. Giving workers the capacity to rapidly discover relevant information and documents will help customers obtain the answers they need in a timely way, assisting in customer retention and conversion into loyal customers.
Lower Operational Costs
Printing, preserving, and keeping paper documents may be expensive for businesses. Worse, in the event of a natural disaster (fire, flood, etc.), the papers may be destroyed, resulting in the loss of your most valuable asset. Digitization of documents enables an enterprise to get rid of physical documents that consume various resources such as office space, security personnel, and decay-free environment. Once the data is digitized we can optimize these resources for cost reduction.
Among the benefits of document digitalization is the opportunity to improve document security, therefore protecting sensitive information and increasing brand confidence. If a record is lost, destroyed, damaged or stolen, what financial impact does that have on your organization? You might have to scramble to replace the record, or spend time finding it. Worse, the record may be irreplaceable, which could cost your organization even more.
Paper documents may easily fall into the wrong hands, increasing the risk of a data breach. Granular security permissions for each employee may be specified using digital documents and effective implementation. This will keep unauthorized people from accessing your digital data.
Consider how many trees are taken down each year to produce papers! That alone is a warning sign for our ecology. Minimizing, if not completely removing, our reliance on paper documents will benefit our environment’s long-term viability. With digitized data there’s no need to print it for distribution, also handling of digitized data is easy. An email is all you need to share the data so it avoids unnecessary printing. This will ultimately result in saving natural resources.
In reality, files and documents are the fuel of every organization’s operational infrastructure. Businesses invest a lot of money to ensure the safety and security of their files and documents. Paper files might be good, but digital documents are even better.