Has your business transitioned over to digital documents? Access to, and storage of, paper documents can be challenging and expensive, and as more employees have begun to work remotely, paper documents can hinder their productivity and pose a risk to security or loss from damage. Transitioning to a digital document management system is a good solution to address these issues.
Digital documents are sharable, accessible and secure. Here are four reasons to make the switch.
- Paper is Difficult to Track – Paper can be tough to track, and when it comes to certain industries like insurance or healthcare, compliance to state and federal laws is critical. Not being able to track or find a document can bring major penalties. Digital document systems completely eliminate issues like misfiling or loss. A digital document solution can eliminate many of the challenges posed by manual systems by storing documents in a searchable database.
- Compliance and Auditing – Digital solutions can track documents and the processes surrounding their creation. This makes it easier for compliance and auditing functions. Paper documents are difficult to track and can make accurate auditing difficult. Digital documents allow you to track access, edits, and when they were printed or downloaded.
- Controlled Access – Paper documents left on the printer tray can be accessed by unauthorized personnel. If for example, they are medical records, that means you are in violation of HIPAA regulations opening you up to serious penalties. Digital document access can be controlled and audited keeping your business in compliance.
- Secure Data Backup – In the event of a disaster like a fire, flood or other natural disaster, paper documents can be lost forever. Studies have shown that only 6% of businesses that suffer a catastrophic data loss without a recovery plan survive longer than 2 years after the event. A digital document solution with cloud storage keeps data safe and secure, even if your computer systems are lost in the event.
Digital document management solutions are a smart choice. If you’re ready to make the transition, give us a call and let us show you the benefits of a digital solution. Check out our Print Smarter, Print Greener video for more tips to reduce your reliance on paper documents.