Storing paper documents takes up a lot of space. Besides, you have to hire someone to look after them, organise them and retrieve them when necessary. With businesses looking to optimise their operations and cut costs wherever possible, seeking alternate document archiving options has become the norm. One of the best ways businesses can do this is by going digital. Instead of maintaining physical copies of their documents, they can scan them and save the scans online. Entire libraries can be saved on a single hard disk or on the cloud with ease.
To help you decide whether or not this is the perfect option for you, allow us to highlight its pros and cons.
The Pros of Digital Document Archiving
If you’re interested in your organisation embracing the digital trend, here are your possible incentives.
- Easy Access – Employees need only to log into the online server/database where the files have been saved to access them. They will no longer need to head to the file room and look for the document they need. This will also eliminate the need for supplementary staff entrusted with retrieving documents needed by employees.
- Enhanced Integration – Virtually every other business is using computer applications that require using documents to make decisions. By going digital, you can integrate your documents with the applications your business is using. This also makes it easier for businesses to store documents produced using the applications.
- Effective Sharing – Businesses can save time and money on sharing files by going digital. If a document has to be shared with multiple users, it can be done online without any hassle. On the other hand, sending a physical copy of the same document to every person on the project takes time and adds to the company’s printing costs. That aside, this mode of sharing can allow multiple users to access files simultaneously without any overlap or interruption.
- Superior Imaging Quality – The machinery used for scanning documents for digitisation has come a long way. It is now possible to get the best imaging quality for the documents you want to store digitally. The difference in quality between a digital and physical copy of a document is marginal, but even that can be eliminated if you use excellent scanners with a high resolution output.
- Improved Organisation – Perhaps the biggest benefit of all is the ease of organising the documents you save. Since all the documents are saved on the same server, they can be categorised and saved in any order the business requires. As a result, you and your workers will save considerable time.
- Simpler Searching – Last but not least, retrieving the files you need will become incredibly simple. All you need to do is type the name of the document in the server to find it. Compare this with going through stacks of files and you will realise how important this change is for your sanity during hectic days.
The Cons of Digitalising
As tempting as going digital may be, it has certain cons associated with it. The biggest disadvantage of all is the costs your business will incur. Your company has to invest in the technology required to scan the documents and hire an expert to handle the job for them. This is why the job is better off left to the professionals as losing one document can lead to a major loss for a business. Keeping these points in mind, opting to go digital may not be such as straightforward a decision as it appears to be.
Regardless, the pros of going digital far outweigh the potential drawbacks. If your business wants to change the way its documents are archived, going digital could be the best possible option for you.