We live in the digital era. Everything from movie tickets to dating to payment methods has gone digital and mobile. It’s revolutionized the way we shop, entertain ourselves, and do business. How could digital documents impact your business?
Paper vs Digital Documents
While our world can never be completely digital, digital documents make many things much easier and more efficient. Having copiers and a document management system that handle both digital and paper documents is indispensable. Consider the following key factors:
Easy Access
Cloud storage allows you to access files and documents from anywhere you are via mobile devices or office computers. If you have remote employees, a sales team, or client managers who spend a lot of time out in the field, this is essential. For ease of access, digital is the clear winner.
Best Use of Space
To maintain paper documents, you will need a large physical filing system that will take up significant space over time. Digital documents can be saved in the cloud, accessed anywhere, and allow you to make much better use of your office space.
Access Control
Paper documents may be left in printer trays or on top of desks or tables allowing unauthorized persons accidental access. In a digital document environment, you can control who has access to each individual file and document. Documents may be shared with only authorized individuals, no matter where they are located. It’s also easier to make sure you’re working with the most recent version of any given document. All in all, digital provides a much more effective form of access control.
Searchability
If you’ve been using paper documents, you have likely experienced the frustration of not being able to find a document when you need it. Documents get misfiled, misplaced, or accidentally thrown away. In a digital database, not only can documents and files be easily filed and organized, they can also be searched for using keywords and terms from within the document.
Editing
Digital documents can be edited by any authorized user who has been given access. This makes collaboration easier, even between employees who are separated geographically. 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. It’s no secret many of your clients will appreciate the effort.
Cost-effective
Your cost savings in printer ink, paper, and filing cabinets alone is significant enough to make digital worth your while. When you add in the increased productivity of having remote employees, better collaboration, and the ability to make better use of your office space, digital wins hands down. If you’re looking for ways to bring your operating costs down, switching to digital could be it.
When Paper Makes More Sense
Even though digital documents edges out paper in many instances, there are times when paper still makes more sense or is even necessary. Certain legal and/or financial documents still require physical signatures or a notary’s seal. If you have a document that’s complicated or extremely detailed, it may be easier to read, share, and make notes on a physical copy than a digital one. Also, if you have a sales team or other individuals who will be working in any place where internet access is questionable, they may want to bring hard copies to be safe. At the end of the day, having both capabilities is your best overall strategy.
The Digital Advantage
Flexible. Efficient. Cost-effective. Digital documents hold a clear advantage over paper documents in most cases. You can utilize your office space more efficiently, boost productivity with remote capabilities, and show your environmental consciousness. Plus, another great thing about maintaining a digital database of all your business documents and data is you can always print out hard copies when you need them. Consider making the switch to digital documents today.
Platinum Copier Solutions is your local provider of digital and paper document solutions. For more information on how digital documents could benefit your business, Contact Us.