With everything from boarding passes to insurance cards being digitized, it’s easy to see why less paper is used these days. Digital documents and communication have revolutionized the way we shop, entertain, and do business. While digital documents are convenient, paper is still required in many industries. Share on X
Digital vs. Paper Documents
While our world can never be completely paperless, digital documents make workflow easier and more efficient. Having high-quality copiers and managed print services equipped to handle both digital and paper documents is indispensable. Consider the following key factors:
Easy Access
Cloud storage allows you to access and edit files and documents from anywhere with an internet connection. If you have remote employees, a sales team, or client managers who spend a lot of time away from the office, this is a game changer.
Best Use of Space
To maintain paper documents, you need a physical filing system that can take up a lot of space over time. Digital files can be saved in the cloud, accessed from anywhere, and allow for better use of office space.
Access Control
Paper documents may be forgotten in printer trays or absentmindedly left on desks, allowing unauthorized persons full view of what could be sensitive data. When dealing with digital documents, you can control who has access to each file and document. Materials may be shared with only authorized individuals, no matter their location.
Searchability
If you’ve been using paper documents, you have likely felt the frustration of being unable to find something when you need it. Documents get misfiled, misplaced, or mislabelled. In a digital database, not only can documents and files be easily filed and organized, they can also be searched for with only keywords and terms from within the document.
Editing
Digital documents can be edited by any user who has been given access. This makes collaboration easier, even among employees who work out of different offices, or from different countries. A good document management systems will also keep a record of all changes that are made and who made them, providing greater transparency and auditing capabilities.
Environmentally Friendly
It’s no surprise a digital document system is always more environmentally friendly than maintaining paper documents. You can make it part of your green initiative and show your clients you’re doing your part to save the environment. Many of your clients will appreciate the effort.
When Paper Makes More Sense
While digital documents edge out paper in many situations, there are industries and instances when paper is necessary. Paper documentation is crucial in finance, healthcare, and legal industries, just to name a few. If you have a complicated or detailed document, it may be easier to read, share, and make notes on a physical copy. Having both capabilities is your best bet.
Contact Us for more information about how digital and paper documents complement each other and benefit your business.