As a contributor to Entrepreneur wrote, "Let's be honest – there are really only two kinds of paper that are still relevant in our modern society: cash and toilet paper." While this may seem a bit brash, it's not entirely false in the business world. Many companies are moving toward a paperless working environment, and because of this transition, they require a reliable digital document management platform. Take a look at some of the key advantages for businesses that utilize one of these programs:
Savings
Perhaps the most appealing benefit of digital document management is the savings potential. The money that would be used on paper, printer ink or maintenance and storage space could be applied elsewhere in the budget. Moreover, digital document storage is relatively inexpensive in comparison to renting external storage space for file cabinets and documents containers. Company leaders may also save by utilizing this software in lieu of hiring a file clerk.
Ease of access
Digital document management systems make file sharing easier than ever. The cloud-based storage gives businesses more flexibility with sharing and transferring. For example, once a company uploads its documents to the platform, any employee with access can view or download the files as needed. Digital document management also makes it easier for files to be transferred between companies. The time-consuming tasks of faxing or mailing are in the past.
Security
Cloud storage is also more secure than storing hard copies. According to Business to Community, most digital document management systems allow business leaders to create unique role-based access controls that will protect information from internal and external cyber threats. Hard copies of files are also susceptible to floods, fires and other disasters. In addition to keeping sensitive information private, digital document management software can prevent damage to or loss of documents.
Better organization
Another disadvantage of paper storage is that it can quickly become a disorganized mess. Managers are already pressed for time, and it's more complicated to sort out thousands of papers by hand than it is to do so digitally. With a digital document management system, company leaders can create filters and subfolders to easily track and access documents related to specific projects. These systems also have search features that allow project managers to locate specific documents using keywords.
Simpler collaboration
Before digital document management systems, business leaders would have to physically deliver a hard copy of a file to collaborators for feedback or input. However, the software makes it simple for project coworkers, contractors and clients to access and edit documents. This streamlined process also ensures that all parties have access to the most up-to-date versions of any shared documents.
Digital storage is the future of business. Companies who make the switch to a digital document management system will likely discover many additional advantages to the ones listed in the article above. Click here to learn more about what this software can do for your company.