You might feel safer with hard copies of your most important files in your hands rather than trusting technology, but is that really the best way to manage your archives? Tech experts say no. Going digital with your documents doesn’t only make sense from an organizational perspective – it’s also the number one way to ensure the long-term safety and security of your most important personal and business records. Here are five reasons to switch your archives to digital today.
1. Enjoy Maximum Data Security
Digital recordkeeping ensures the safety and security of your most important records more than a physical storage bin or file cabinet. Paper records can suffer irreparable damage in a fire or flood. They can also get lost, accidentally tossed out, or stolen. Going digital eliminates the risk of damage that comes with keeping paper files. Digital documentation is safer and more secure for your business – especially when you trust the right storage provider.
2. Save Space (and Money)
Transitioning your paper records to digital doesn’t just make sense from a security standpoint – it’s also logical for other business needs. One of the more obvious perks of switching to digital record keeping is the amount of physical space your office will save. Less physical space needed for storage means more money saved on fixed costs.
3. Empower Business Growth
Going digital can eliminate redundant and time-consuming processes that involve paper. Many business processes would be more streamlined and efficient if they could skip printing out paper versions of records and store files directly in a safe, digital environment. Digital recordkeeping is also more easily scalable for company growth.
For example, a company that helps customers write paper could use a digital records management system to store all of its customer records, including paper drafts and feedback. This would allow the company to easily track the progress of each paper and provide customers with timely feedback. The company could also use the digital records management system to generate reports on the types of papers that customers are writing and the areas where they need the most help. This information could then be used to improve the company’s services and meet the needs of its customers more effectively.
Overall, going digital with records is a great way to streamline business processes, improve efficiency, and scale for growth. Digital records management systems can also help businesses to provide better customer service.
4. Stay Effortlessly Organized with Digital Record Storage
Another major perk that comes with digitizing paper accounts is effortless organization. You and your employees can easily document, categorize, and file away digital records without the hassle of sifting through mountains of paperwork. It is much easier to locate records in a digital file as well, cutting down the time it takes to fulfill customer requests.
5. Help the Planet One Digital Document at a Time
Finally, going digital with your records is a great way to do your part for the environment. Cutting back on paper waste at your organization can reduce your carbon footprint and help your brand remain eco-friendly. Digitizing paper processes can mark your company as one that cares about the earth and wants to contribute to a greener future. Eliminating paper and ink is also a significant cost-saver for your company.
Let Armstrong Archives make your transition to digital documentation seamless and rewarding. We can take care of your specific digital records management needs. Contact us now to discover how our team can help yours.
Posted By: Sherri Taylor – President/Managing Partner
Sherri Taylor is the Managing Partner and President of Armstrong Archives, one of the largest independent records and information management companies in the Dallas/Ft Worth area.