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Converting to Digital

The following is a list that helps identify the many benefits of converting to digital.

Reduced Storage

Scanning documents and integrating them into a document management system can greatly reduce the amount of prime storage space required by paper.

File Retrieval

Retrieving documents stored as hard copies. A digital scan creates electronic images of documents and stores them locally. Less time is spent locating the documents as they can be retrieved instantly. With paper-based solutions, documents are often removed from storage and taken back to the desk to access other systems (which can lead to loss, prevents others finding the same file, can be viewed by others).

Faster and Flexible Search

Document Management Systems can retrieve files by any word or phrase in the document - known as full text search. A document management system can also apply categorizations to a document that allow documents to be classified and stored in more than one way.

Document distribution

Imaging makes it easy to share documents electronically with colleagues and clients over a network, by email or via the Web in a controlled manner. Paper documents usually require photocopying to be shared. This provides a savings in cost by reducing the overheads associated with paper based document distribution, such as printing and postage and removes the typical delay associated with providing hard copy information.

Improved Security

A document management system can provide better, more flexible control over sensitive documents. Many document management system solutions allow access to documents to be controlled at the folder and/or document level for different groups and individuals. Paper documents stored in a traditional filing cabinet or filing room have the same level of security i.e. if you have access to the cabinet you have access to all items in it. A document management system also provides an audit trail of who viewed an item, when it was viewed or who modified.  A document management system also removes the possibility of having confidential material or trade secrets lying around unattended in an office.

Disaster Recovery

A document management system provides an easy way to back-up documents for offsite storage and disaster recovery providing failsafe archives and an effective disaster recovery strategy. Paper is a bulky and expensive way to back-up records and is vulnerable to fire, flood, vandalism, theft and other "Acts of God"

No Lost Files

Lost documents can be expensive and time-consuming to replace. Within a document management system, imaged documents remain centrally stored when being viewed, so none are lost or misplaced. New documents are less likely to be incorrectly filed and even if incorrectly stored can be quickly and easily found and moved via the full-text searching mechanisms.

Digital Archiving

Keeping archival versions of documents in a document management system helps protect paper documents, that still have to be retained, from over-handling and keeps electronic documents in a non-proprietary and native format, such as Microsoft Word or Excel.

Improved Regulatory Compliance

A combination of security control, audit trails, archiving and disaster recover ensure that an organization is able to authenticate the validity of information stored and demonstrate compliance with regulations and requirements.

Improved Cash Flow

The increased productivity of processing document-based processes such as invoices, debt collection and other "cash critical" business documents, ensures that the flow of cash can be controlled centrally and all documentation required to make cash flow decisions can be accessed immediately.

Improved Internal Operations

The reduced time to complete processes, improves the day to day operations of all functions within an organization and it also leads to an improved flow of information.

Competitive Edge

The same information that was previously stored on paper, can now be distributed to customers and target audiences electronically.

Improved customer service and satisfaction

Reduced response times with a more controlled process reduces the time spent on 'manually' ensuring customer satisfaction and allows staff to allocate resource to other core business activities.

Did You Know?

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