Your employees will find it easier to archive, search for and find documents when they are required. This increases productivity, improves data quality and accuracy, and lets your team work efficiently and quickly.
Digital documents also increase security, since central storage eliminates the need for file cabinets, boxes and bins which are all easily targets for theft or fire. A central repository uses access controls, two-party authentication, digital encryption or passwords to secure your files.
Your documents can be accessed anywhere and on any device, including desktops, tablets, and smartphones, using an internet connection that is secure. This allows your team members to work from their homes, at the office or anywhere else they have access to an internet connection that is reliable.
You can also reduce the amount of waste by storing your data digitally. Not only does this save money on the cost of storage and shipping physical files, it also reduces your environmental footprint by reducing the amount of trees used for printing, and also the energy required to move those documents to each employee’s desk.
In addition the digital repository gives you a single source of truth for all your records, making sure that everyone has the most current version, no more having to search through old files to find the appropriate document or locating an old version that has been modified and shared. This allows your team members to work more efficiently and precisely and ensures that all relevant documents are available to sign off.
A digital document management (DMS) system more info here can also automate workflows, streamlining business processes, improve accessibility and efficiency. Redundancy detection, for instance can spot duplicate files and data, which allows them to be deleted and reduce storage costs. It can also help comply with regulations by keeping detailed records.