If you haven’t heard, digitizing paper files has become a crucial step for businesses. Not only with the prevalence of remote work, and needing access from anywhere. Imagine how much more productive your team would be by simply not having to dig through mountains of paper files just to find a single document.
Maybe you have thought about it, but the amount of time and effort required just feels overwhelming. Digitizing a significant amount of paper can be quite the undertaking. However, the challenge with delaying is that mountain of paper will just continue to get bigger.
Do not let the time and effort scare you away because there are a host of benefits to moving to a digital environment. Here are just a few:
No more spending hours trying to locate a file. Finding a file is as easy as a few clicks. Since digital files are stored in the cloud, your team can access and share documents from anywhere.
Digitized documents stored on the cloud are encrypted at multiple levels. Access to files are granted to employees based on their security levels so confidential data is kept safe. Audit capabilities let you know who accessed and updated which file, giving you a robust history.
Save valuable space by eliminating bulky cabinets and paper files. Storing files electronically also eliminates the risk of paper files being lost due to fire, floods and natural disasters giving you peace of mind that all important files are secure.
Efficient access to files translates to quicker responses when customers have queries. All customer data will be stored together so the team has full confidence the data is complete and accurate, leading to better relationships with customers.
Eliminating the need for cabinets, boxes and paper means significant savings as digital storage is more cost-effective. In addition, reducing the amount of time your team spends searching for paper documents means increased time spent on more valuable and profitable work like relationship management and process improvements.
So, the next time you take a look at your cabinets full of paper files, don’t think of it in terms of the amount of effort and costs that would be required; think of it as an opportunity to make your business more efficient, secure and profitable. It really is never too late to start.
Octacom is a SOC 2, Type II Audited enterprise software and services company focused on document and data automation solutions, including automated data capture. Founded in 1976, Octacom specializes in accounts payable automation and automated invoice processing, among other digital / automated business process outsourcing services.
If your organization is looking to learn more about our solutions and services, please contact us and we would be glad to help.