Your employees will find it easier to archive and search for documents when they are required. This increases productivity, improves data quality and accuracy and lets your team work more efficiently.
Digital documents also increase security, since a central repository eliminates the need for filing bins, cabinets and boxes which are all potential targets for fire or theft. A centralized system uses access controls, two-party authentication, digital encryption or passwords to secure your files.
With the digital repository that stores your documents, they are accessible anywhere on any device–including smartphones, tablets, and desktops with a secure internet connection. This lets your team work from their home, office, or wherever they have access to an internet connection that is reliable.
You can also cut down on waste by storing your records digitally. Not only does this save money on the cost of the storage and transportation of physical files, but it reduces your environmental footprint by reducing the amount trees that are used for printing, and the energy needed to transport the documents to the desks of every employee.
Additionally the digital repository gives you an all-encompassing source of truth for all your records so that everyone can access the most up-to-date version–no more searching through old files to find the appropriate document or finding an outdated version that has been modified and shared. This lets your team perform their work more efficiently and with greater accuracy while making sure that the most pertinent documents are accessible for sign-off.
A digital document management (DMS) system can also automate workflows, simplify business processes, enhance accessibility, and improve efficiency. For example redundancy detection is a method of identifying duplicate files and data that can be deleted them and decrease storage costs. It also helps you adhere to regulations and regulatory bodies by keeping detailed audit trails and records.