All businesses, large and small, need to be able to store, process and access all of their essential information to operate efficiently, and effectively serve their customers. The benefits of going digital extend past the amount of space freed up by endless rows of filing cabinets. While switching to a digital filing system is work, the benefits outweigh the burden. We have compiled a list of advantages your organization will see to help you make the leap into a digital business environment.
Even the most secure and well-managed facility can be affected by disasters. Digitizing physical records allows organizations to protect their business from the possibility of lost or destroyed paper files. Being able to reproduce the essential physical files can help ensure businesses can pick up where needed after a disaster and lessen the stress of returning to business as usual.
The time associated with searching for paper or shared records can be costly. Having a centralized portal where cataloged digitized files exist can drastically increase production time and deliver information quickly and easily. Workplace studies indicate that employees spend up to 30 percent of their day searching for paper files. With specialized search options, digital documents provide fast and easy searches.
Data compliance is standard for all businesses and we continue to see an increase in regulations, such as HIPAA/HITECH (Health Insurance Portability and Accountability Act/Health Information Technology for Economic and Clinical Health), Sarbanes-Oxley, the Patriot Act, the European Union’s Data Protection Directive and Australia’s Privacy Act, among others, affecting how organizations protect data. Digitizing physical records provides an additional layer of protection against permanent loss of data should the original physical documents become compromised.