Top Benefits of Document & File Digitization For Your Organization

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:

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. Boost security

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.

7. Environmentally friendly

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.