Digitising your documents can benefit your business in several ways
Take a look around your office. Do you see a number of cabinets, pieces of paper on desks, or in drawers and numerous folders lying around full of important and private information?
While there is a need for some documents to have a hard copy and filed away, most of them can be digitised. Here are a few ways digitising documents can help you strengthen your business.
Of course we all strive to reduce costs where we can, by storing documents on a cloud storage solution this can reduce costs, as you will then use less paper and ink. Additionally, there will be more space around the office, simply because you will have fewer items to store. Simultaneously by not printing as much you will also reduce your carbon outputs and improve your green credentials.
Documents that are stored digitally will save staff time, as there will be less time waiting for print jobs and filing them away. It will also improve the speed in which they can access information, rather than looking in a filing cabinet, documents can be made easily available with quick search in the cloud. All you'll need to do is decide on a filing and naming structure.
It can be frustrating when you are working on a project when on the road and just when you are putting the information together it dawns on you that key information is at the office. If you don't have a system with accessibility this would mean requesting a colleague getting the information and emailing it across. This takes time for two employees to get the job done and increases security risks. However, if documents are available on the cloud, employees can access it anywhere at anytime, thus making it easier for you to complete the job. Additionally with cloud multiple team members may work together on the same document, no matter whereabouts in the world they are.
Documents that are left lying about are vulnerable for prying eyes, loss or theft. When information is stored in the cloud, you can set dynamic and static policies to restrict who may access the content.
Once you see the benefits of how digitisation can improve your business, you will need to make it work for you.
Firstly, you need to decide on a cloud storage. There are many to choose from, and you may be using some such as Google Drive, DropBox, Box, OneDrive or Office 365 to store and share files for your business.If so, you can speed up the digitisation process by using Xerox ConnectKey applications. To do this, download to a ConnectKey-enabled multifunction printer, then you will be able to automatically connect cloud based applications and email account.
Secondly, digitise everywhere. In order to make digitisation work you will need to do it consistently. So if you are outside the office you will need to digitise especially contracts, purchase orders and completed customer forms, all need security and to be backed up. The Xerox Mobile Link application can scan, fax, store and print with your phone or tablet.
Finally, destroy documents properly. Once you have scanned and stored all of the information you need, shred the documents in-house, you can never be too safe with your data, so why leave it to anyone else.