3 Solutions for Digitizing Workplace Documents

Going digital is one of the best decisions that humanity has collectively made. Aside from being a space-saver that gives us the opportunity to reduce the need for bulky filing cabinets, digitization lets us manage documents better than ever before.

Document storage, file sharing, tracking, and information security have never been this convenient, so if you haven’t integrated this practice into your workflow yet, this guide will help you learn how to digitize documents. 

Keep reading to discover valuable solutions to transform your traditional office into a powerful modern headquarters.  

 How to Digitize Documents: Solutions 

1. Scan Documents 

The odds are that you have a traditional filing system right now, and if they contain a relatively small volume of paper documents, you can easily digitize them by means of a scanning app on your smart device. 

As an alternative, you can use a desktop scanner as well. It’s worth noting that when using a physical scanner over a scanning app, you will have to take the size of the paper, the scanning speed, and resolution quality into account.  

2. Install Software On-Premise   

Joining the digital documents game is a fantastic method to get a little breathing room in offices packed with towering filing cabinets. Document management software creates an electronic repository, accessible to all authorized personnel. 

On-premise systems are licensed software that is installed by agencies onto office computers or networks; just like Microsoft. This framework ensures that important data is stored solely within an office’s designated servers.  

3. Use a Cloud-Based Approach    

If you’re looking for a comprehensive document management system that supplies you with everything you need for your digital documents, then your search is over once you find the cloud. 

Cloud-based storage platforms provide features that you need for file processing and storage; this also entails ongoing maintenance and system upgrades. You make the most out of cloud storage programs when you employ the services of professional third-party providers. This way, you can just sit back and relax while your agency of choice handles all the cybersecurity, data backups, and more!

You can rely on cloud solutions to enable you and your team to access and manage digital content seamlessly. In a nutshell, digitizing your documents onto the cloud makes record-keeping more efficient and a lot less tedious.   

A stack of papers bound by paper clips

The Benefits of Digitizing Workplace Documents 

Shifting gears from paper to digital is an extraordinary step towards revamping your office into a high-powered profit-earning machine. In case you aren’t quite convinced yet, we’ll present you with the primary benefits of digital documents. 

1. Improved Accessibility  

When you choose to digitize your workplace documents, you inject a refreshing boost of seamless accessibility into your data flow. No matter where you and your team members are in the world, you can always pull up any file that you need from your digital repository. 

All you have to do is search for your data via a file name, tag, or keyword, and you’ll have access within mere seconds. By locating documents instantly, you automatically reduce lag and can channel your energy into the more pressing matters at hand. 

2. Increased Security

Traditional storage of records is great, but not foolproof. This is because they can be accessed by unauthorized users, stolen, or destroyed by natural elements such as floods or fires. 

This is where digital storages are superior. Cloud-based services are trustworthy alternatives, as they provide fortified cyber security that safeguards your confidential information. Digital documents allow you to rest on your laurels while you go about your day-to-day business.

3. Cost-Effectiveness 

The cost of paper has a large presence in a company’s budget; not to mention that it has extensive repercussions for the environment. Going paperless is the best solution for saving on costs and creating a more sustainable workplace; which ties in with our next point.  

4. Sustainability    

Recycling is a step in the right direction, but if you truly want to make a difference, you’ll want to consider leaving paper in the past and going digital for the future. According to statistics, the world produces 300 million tons of paper every year, and a large portion of this finds its way into landfills. 

In relation to our previous section, reducing paper usage in the office isn’t only an environmental effort, but also a step towards consuming less energy which equals minimal expenses. 

5. Automatic Backups

Picture this; you’re rummaging through your infinite file cabinets and unwittingly toss out an important document. The trash is taken away and you’ll never find your file again. Terrible, right? 

On the flip side, that wouldn’t happen if you learn how to digitize documents. Whether you opt to store your workplace documents on an external hard drive, flash drives, or cloud, you can configure the system to generate automatic backups; so, you’ll never have to worry about losing important data again. 

A digital document

Digitize Documents with Integr8   

Digitizing your documents will be faster than ever with the expertise of the proficient team at Integr8. We eliminate the need for clusters of large filing cabinets while helping you declutter and revamp your office into a corporate digital paradise. 

Our establishment specializes in digital document management, which is a system that tracks, stores, and manages files electronically. 

Take the digital leap with Integr8 by your side. Reach out to learn more about digital document management.

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