Digital document storage makes it simpler for your employees to archive, search and find information when they need it. This improves productivity, increases the quality and accuracy of data, and allows your team to collaborate efficiently and quickly.
Digital documents also enhance security, as a central repository eliminates the need for filing cabinets, boxes and bins which are all easily targets for fire or theft. Centralized systems protect your files with access controls, two-party authentication, digital encryption or passwords.
Your documents are accessible from anywhere, on any device, including tablets, desktops and smartphones, with an internet connection that is secure. This allows your team members to work from home, the office, or wherever else they are connected to an efficient network.
The digital storage of your documents also can help you reduce the waste of paper. This reduces the costs of storing and shipping paper files. It also reduces the carbon footprint by reducing the amount of trees used for printing the documents and also the energy used to transfer them to every employee’s desktop.
A digital repository also provides an all-encompassing source of completeness in 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 altered and then distributed. This allows your team to work more efficiently and accurately while making sure that the most current documents are readily available for signature.
A digital document management (DMS) system can also automate workflows, streamlining business processes, increase accessibility, and improve efficiency. Redundancy detection, for example it can detect duplicate files and other data, allowing them to be removed and reducing storage costs. It also helps you comply with regulations through the maintenance of detailed records.