Converting to Digital
The following is a list that helps
identify the many benefits of converting to digital.
Scanning documents and integrating them into a document
management system can greatly reduce the amount of prime
storage space required by paper.
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.
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.
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.
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.
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
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
The same information that was previously stored on paper, can
now be distributed to customers and target audiences
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
Did You Know?
Book your appointment now through our
online scheduling portal. Its fast and easy!
Need Tech Support?
Call our tech support hotline at
Save money on your service bill simply by
joining our "GO Green" Program.
Need help with
terminology or info on how to prepare for your service tech's
visit or answers to FAQs?
Share your Experience!