Think about how many documents your business has to deal with each day. Then, think about how many more documents you’ll accumulate in the next year, or the next five years. It all adds up, and many businesses struggle beneath the weight of so many papers, receipts, invoices, contracts, and other physical files. That’s where document conversion comes in, and this guide shows you when it’s time to use it.
An Introduction to Document Conversion
We’ll start with a look at what document conversion actually is before we dig into some use-case scenarios.
In simple terms, document conversion is the process of transforming physical documents into digital ones. It’s basically like scanning, but a little deeper than that. The average document conversion service provider may also offer to convert your digital files into the most optimal and convenient formats. This can make your entire document management system so much simpler and more convenient.
In addition, document conversion specialists also organize all of your digital files according to your names. They can assign relevant names and numbers to each one, as well as sort them into folders, making them much easier to locate on demand, whenever you need.
In a world where the average office worker uses a whopping 10,000 sheets of paper each year, the value of document conversion cannot be understated. It’s vital for businesses seeking to cut down on waste, become more efficient, and push towards a paperless state.
Signs It’s Time to Invest in Document Conversion
Now you know the basics of document conversion, let’s take a look at some of the many use cases where it may prove to be a valuable option for any business.
You Spend Too Much Time Searching for Specific Docs
Let’s say you need to find a specific contract. How do you go about it? If you’re sending individuals or even entire teams of workers digging through archives and filing cabinets in search of that one particular document, that’s a big waste of both time and energy.
Too many offices have to set up “search parties” to find specific files, forcing workers away from their desks and duties and saddling them with trivial, tedious tasks. With document conversion, you’ll have digital, easy-to-access copies of every doc you require.
You’re Buried Beneath Reams of Physical Documents
Does it feel like all those filing cabinets are fit to burst? Perhaps your office desks are routinely covered in reams of paperwork. You might even be running out of office space due to all the cabinets and drawers you need to store your files away.
In that case, it’s certainly time to think about document conversion. A provider can help you digitize the many piles of papers that you’re dealing with. That should free up a lot of room for you, perhaps even opening room for new workstations or office hardware.
Your Business Is Growing Larger, With More Documents to Handle
Many business owners prioritize growth. But as a business grows, it may become harder to manage, with more work, responsibilities, clients, and, of course, much more paperwork to worry about.
Indeed, many growing firms soon find that they have twice as many docs to file and manage if not more. Again, document conversion can save the day, digitizing new docs as they come in while also converting your physical archives into virtual files that are much simpler to keep track of.
You’re Concerned About Natural Disasters or Other Emergencies
One of the big risks of not digitizing your documents and purely focusing on physical copies is that you could potentially lose all those files if and when disaster strikes. Floods, fires, storms – there are many disasters that can impact the average office, and they may leave little in their wake.
A flood, for example, could quickly wipe out years’ worth of physical files in a matter of minutes. The same goes for a fire. But, if you’ve taken the time to convert and digitize your docs in advance, you won’t have to worry as much.
You Have Strict Compliance Guidelines to Adhere To
In certain industries, there are very strict compliance guidelines that need to be met. Examples include the healthcare and finance industries, where it’s crucial to manage patient or customer data with the utmost care.
If you’re working in an industry like this, you have to be careful with your documents. You may need to produce certain contracts or files on demand, and you have to ensure that sensitive files are secure. Converting your documents is very beneficial here, as it allows you to have safe, digital backups of all your most important files, which should aid with compliance.
Worker Morale Is Suffering Due to Outdated Document Management
One of the more surprising benefits of document conversion is that it may boost workplace morale. How? Well, if you’re still dealing with physical docs and complicated archives, workers may have to spend huge amounts of time digging around for the documents they need, as discussed earlier.
When you convert your documents and digitize as many of your files as possible, that situation changes. Workers no longer have to leave their desks and filter through filing cabinets to find the things they need. Instead, they can locate digital copies in an instant, helping them get on with their work in a happier and more productive manner.
Convert Your Documents Today
So, if any of the scenarios listed above sound familiar to you, the answer is simple: invest in document conversion services from a trusted provider. The benefits are clear to see, as all your docs will be digitized, safe, secure, easier to manage, and much more convenient to work with, too.
For document conversion in Philadelphia, eastern Pennsylvania, New Jersey, and Delaware, IMR Digital is here to help. We’ve assisted many businesses with converting their documents, and our team can do the same for you. Get in touch today to kick-start the process.