Guest Post by Stephen Brennan, President, Hub TGI
I’m pretty sure that after one quick look around your office, you will know everything you need to know about paper: it’s everywhere. Chances are, right now, there is a collection on top of each desk or work surface with more stored inside storage cabinets and file drawers. In an effort to become more eco-friendly, many organizations have adopted procedures for recycling, purchasing more products made from recycled materials, and implementing rules for printing to reduce paper usage, but the problem still remains. Fortunately, there is an answer to this ongoing challenge: digitization.
Digitization, in the form of Electronic Content Management, can help to alleviate the burden typically associated with hard copy documents including copying, filing, document retrieval, theft and loss. Three key benefits include:
- Increased Productivity. Document management requires a great deal of time and effort, from creation to storage, which could be better spent on other aspects of your business. Converting hardcopy documents to digital for secure storage in the cloud instantly increases productivity as employees are able to locate the documents they need with the click of a button. Business owners can easily view the activities of each department helping to determine which areas may require assistance. Great strides can be made in customer service as information can be readily located.
- Improved Security. Paper records may be damaged, stolen or destroyed in the event of a natural disaster such as fire or flood. Digitizing documents is a solution to these potential issues, and with multiple layers of security and routine backups, your information remains safe and confidential.
- Enhanced Collaboration. The popularity of the mobile workforce is rapidly increasing thanks to the variety of mobile devices that allow for fast, easy communication between employees, managers and customers on the road or off-site. Access to files is available from any mobile device with an Internet connection and users and managers can track who has viewed or made changes to documents thanks to a live audit trail.
With the implementation of an electronic document management system comes immediate benefits. Store and access all your important documents and files from a central location, saving time, money and valuable resources, while allowing employees the freedom to focus on what really matters: growing your business.
This article was originally posted on Hub Technology Group Inc – an established and proven Xerox authorized Sales Agency. Subscribe to their blog here.
Source:: xerox news