Did you know that converting paper documents to a digital format can provide a whole range of workplace benefits? Here’s the top 9 reasons why:
- Frees up space. Documents are often stored in bulky filing cabinets and boxes in premium office space.
- Saves money. Document storage costs (file cabinets, folders, paper, ink, even weather control systems) are negated.
- Supports compliance. Cleaning up files is a great time to make sure document storage and destruction adhere to privacy laws such as the Gramm-Leach-Bliley Act, Health Insurance Portability and Accountability Act, and others. Learn about your industry’s compliance requirements by watching this helpful 2min video: Watch Video
- Simplifies Employees’ Jobs. Digitized information can be pulled on demand compared to the time spent rummaging through paper files.
- Easier handling of information. It’s much easier to access needed files rather than physically going through hundreds of files.
- Better security. Digital archiving is a more secure way of storing, organizing and sharing documents (no more passing paper documents around). About 36% of U.S. businesses have no policy for document storage.
- Better overall control. A business will be able to keep better track of records. An archiving program logs who attempts to access a file and when they logged in and out. That makes tracking information leaks easier.
- Business continuity, no matter what. Statistics suggest that 70% of businesses would fail within a few weeks if paper records were lost in a fire, flood or other disaster. That wouldn’t happen with backed-up digital documents.
- Preservation. Digital files last longer than paper.
There are so many benefits to digitizing your documents. Consult a professional information management company to find out how to keep your customers', business and employees' private information private.