Digital document storage makes it easier for your staff to archive, search and locate information when they need it. This improves productivity, increases the accuracy and quality of data, and enables your team to work effectively and efficiently.
Digital documents also enhance security, as central storage eliminates the need for filing bins, boxes, and cabinets that are all easy targets for theft or fire. Centralized systems protect your files by using access controls, two party authentication, digital encryption, or passwords.
Your documents are accessible from anywhere on any device including tablets, desktops and smartphones, if you have an encrypted Internet connection. This allows your team to work anywhere they have an internet connection that is reliable, whether at home, in the office or on the move.
It is also possible to reduce waste by storing your files digitally. This can save you money go on costs of transporting and storing paper files. It also reduces your carbon footprint by reducing the amount of trees needed to print documents, as well as energy used to transfer them to each employee’s desktop.
Additionally the digital repository gives you the same source of information for all your records so that everyone can access the most current version. There’s no need for searching through old documents to find the correct document or locating an old version that has been modified and shared. This allows your team to be more efficient and precise while making sure that the most current documents are accessible for sign-off.
A digital document management system (DMS) allows users to automatize workflows and business processes, improve compliance with legal requirements, and boost accessibility and efficiency. For instance, redundancy detection identifies duplicate files and data that can be deleted them and reduce storage costs. It can also help comply with regulations by maintaining detailed records.