Digital documents offer many advantages over their paper predecessors—better organization capabilities, improved collaboration opportunities, automation potential, and more!
Every four-drawer filing cabinet holds 10k to 12k documents, occupies around nine square feet of floor space, and cost $1500 yearly. – Gartner
Read on to learn about five significant benefits digital documents offer businesses looking to upgrade their workflow processes.
1. Accessibility – Digital documents are much easier to store and access than paper. With cloud-based storage, you can access any document from any device with an internet connection. Plus, multiple users can view the same document simultaneously, eliminating lengthy email chains or back-and-forth file transfers.
2. Searchability – Searching through digital files is a breeze compared to searching through stacks of paper files in a filing cabinet. All you need is a keyword or two; voila, your document appears on the screen! This searchability makes it much easier to find exactly what you’re looking for quickly and easily.
3. Space-saving – Saving space is always an advantage in the office, especially if you don’t have a lot of room to work with in the first place. Digital documents take up significantly less physical space than hard copies.
4. Security – Paper documents can be stolen or lost easily, but digital security measures make it harder for cybercriminals to get their hands on confidential information stored digitally. Additionally, digital documents are much easier to back up, so you don’t have to worry about losing important data due to natural disasters or other unforeseen events.
5. Cost-effective – Finally, going digital saves money on printing and storage costs like filing cabinets or shelves for storing paper files. It also reduces labor expenses since you no longer need someone dedicated solely to organizing and managing physical documents.
Digital documents have many advantages over their paper predecessors, from accessibility and searchability to space-saving and security features. For business managers and owners who want to save time, money, and space in their offices, switching to digital documents is an easy decision!
hubTGI is a Canadian-owned Managed Services provider that offers Print Services, Workflow Solutions, Managed IT, Cybersecurity Solutions, Cloud Services and VoIP to help their customers control costs, secure their data and make their people more productive.
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