7 Benefits from the Electronic Document Management System
What’s a better way to uplift your business than by transferring from the old-fashioned way of work to the new and better-modernized system? The technology of the 21st century has made everyone transfer to computers, the internet, cloud computing, and many other benefits that make the business flow like never before.
If you still have all the documents packed in the basement which you officially call the archive room, it’s time to transfer everything on a single computer that will be filled with these documents in a digital version. Read more about what is the electronic document system here.
A lot of business owners hesitate because of many reasons not seeing the benefits of this move. In this article, we’re going to show you what are the 7 most important benefits from scanning everything and placing on a single computer server from which employees can get all the information they need. Follow up, and learn all about this!
1. Faster file management
When you transfer everything in a digital format, you have the documents on the screen, and not in the endless aisles stacked with folders filled with paper documents. Sometimes, it takes hours until you retrieve a file that you’re looking for.
When you have everything on the screen, all you need is the function for searching. When you have all the docs named, it takes less than e second for the processor to locate the needed document. This way, you save literally hours of searching for something. If you’re in a business where seconds are often important, you know how important this can be.
2. Better security
Did you know that natural disasters are the main reason for destroying documents? If there’s a flood, an earthquake, or a fire, you can be sure that at least some of the files will be ruined. Having everything on the computer which is connected to a cloud is the best way to be sure that nothing will go wrong.
3. Back-up system
When we say security, this is one of the biggest concerns. Most people who refuse to transfer their files on to this kind of system are afraid that their documents might get lost or deleted on purpose. However, something like this happens almost never.
When everything’s transferred to the computer, the digital files are saved with another copy of the original to another place, other than the one that’s most commonly used. The system itself is almost always programmed to do back-up on the files and this way there’s no chance for something to get lost.
All the managers need to do is hire electronic scanning services to transfer everything from physical data to electronic files. After this, the back-up system will take care of everything on its own. There’s no chance for something to get lost and do damage to the company. Unlike the physical data that only has one copy. Destroying it means losing these documents forever.
4. Reduced storage space
Big companies with a lot of history and a lot of employees have a real problem with storing documents. Because of this, they often hire professional archive firms to take care of these things for them. They transfer everything into huge hangars where more companies have their documents in one place.
These companies are professionals in archiving and there’s no chance for something to get damaged or lost, but it is still something that will cost much more than storing everything on your own. Getting it all into the computer means having no problem with storing them by all means. It takes care of two problems at once.
5. Reducing costs
As we said, keeping everything professionally is going to cost you some money. On the other hand, having a special room for files will make you look for bigger office space which will also cost you more. If you manage everything digitally, there’s no expense whatsoever.
6. Better administrative control and control by the state officials
When the inspection comes, and your employees takes an hour to locate a document that is important for the people asking for it, you immediately seem suspicious of committing a fraud of some kind. There’s no need to let these people believe in that even though everything you do is completely legal.
When you need a document for any purpose, whether it is for business needs or for the needs of the state officials’ inspections, you will need just a few seconds for locating it and transferring this document to the hands of the person who needs it. It’s simple as that, and it’s completely not needed for anyone to dig through the pile of paper looking for the one needed at the moment. Learn more about these rules here: https://www.quill.com/blog/office-tips/dont-overlook-these-5-things-when-performing-an-office-safety-inspection.html.
7. Perfect timeline of events
When you store everything in computer files, you get an exact and precise timeline of events. This timeline is perfect for keeping track when was something issued, when was it used for the last time, and when was something created.
Of course, those uploaded for the first will all have the same date, but the employees can sort them by folders and sectors. This way you’ll easily locate whatever you need at all times. Once this is done, it will all be much easier in the future.
The only thing that you need to mind here is what folder the document will be saved so there won’t become a mixed-up understanding. Sectors must take care of this problem on their own, so if they do a good job, there’s nothing that can get out of control.
These 7 points tell you exactly what the benefits of transferring everything from hard copy to digital are. There’s no better way to deal with the huge clusters and tons of paper than this. Additionally, all the emails and additional needs in the future will be placed on the system without a chance for something to go wrong. This is the ultimate solution and the faster you decide to switch, the better for your business.