Digital document storage makes it simpler for your staff to archive, search and locate data when they need it. This increases productivity, enhances data quality and accuracy and allows your team to collaborate more effectively.
Digital documents are also more secure because a central repository removes boxes, file cabinets, and bins that can be to become targets for fires or thefts. A central system employs access controls that include two-party authentication, passwords or encryption to secure your files.
With an online repository that stores your documents, they are accessible from any device, including smartphones, tablets, and desktops–with an internet connection that is secure. This enables your team to work from their homes, at the office, or wherever they are connected to a reliable network.
It is also possible to reduce waste by storing your files digitally. This helps you save money on the costs of transporting and storing paper files. It can also reduce your carbon footprint by reducing the amount of trees needed to print your documents, and the energy required to transfer them to each employee’s desktop.
A digital repository also provides the same source of the truth of your records. This means that everyone has access to the most current version. No more digging through old documents or searching for an older version that has been modified and distributed. This allows your team to perform their work more efficiently and with greater accuracy while making sure that the most pertinent documents are accessible for sign-off.
A digital document management (DMS) system can also automate workflows, streamline business processes, enhance accessibility, and boost efficiency. For instance redundancy detection detects duplicate data and files that can be deleted them and cut down on storage costs. It can also help comply with regulations by keeping digital document storage detailed records.