Digital document storage makes it simpler for your staff to archive, search and find the information they need. This increases productivity, improves the quality and accuracy of data, and enables your team to work efficiently and quickly.
Digital documents also improve security, since a central repository eliminates the need for file cabinets, boxes and bins which are all easily targets for theft or fire. A central system employs access controls that include two-party authentication, passwords and encryption technology to protect your files.
With a digital repository, your documents are accessible everywhere on any device — including smartphones, tablets, and desktops with a secure internet connection. This allows your team members to work from their homes, at the office, or wherever they have access to a reliable network.
Digitally storing your records also helps reduce the amount of paper you waste. This reduces the costs of storing and shipping paper files. It can also reduce your carbon footprint by reducing the amount of trees that are used for printing the documents as well as energy used to transfer them to every employee’s desktop.
Furthermore the digital repository offers a single source of truth for all your records, making sure that everyone has the most current version, no more digging through old files to find the appropriate document or locating an old version that has been altered and shared. This allows your team members to perform their work more efficiently and accurately and ensures that all relevant documents are accessible for signing off.
A digital document management (DMS) system can help automate official site workflows and streamline business processes, increase accessibility, and boost efficiency. For instance, redundancy detection identifies duplicate data and files which allows you to delete them and cut down on storage costs. It also helps you meet the requirements of regulations and other regulatory bodies by storing detailed audit trails and records.