Regardless of the industry your business operates in, you have to deal with multiple types of documents every day. Whether you’re a New Jersey café organizing invoices for coffee or a Delaware-based SaaS provider securing contracts, your paperwork is a vital aspect of your business. Today, of course, most of that “paperwork” comes without the actual paper. The digital conversion of documents makes them easier to store and retrieve — with the right document management solutions. Here are just a few reasons why businesses are switching to digital document management systems to streamline their business operations.

Document Management Can Increase Data Security

How you look after your data can impact how compliant you are and how much consumers (or other businesses) trust you. All firms have to comply with certain data protection regulations. If any aspect of your business, including your website, operates in the EU, you have to ensure you meet General Data Protection Regulation (GDPR) standards. If your firm operates in the healthcare sphere, even peripherally, you need to check your data governance protocols meet HIPAA regulations.

The right document management provider can assess your needs and the requirements of your industry and ensure your digital solutions are compliant.

The sharing of physical documents carries numerous other risks, not least them falling into the wrong hands. Even faxing a document to another party leaves it open to being read by someone who is not authorized. Digital document management solutions can include clear chains of authority and access. As well as two-factor authentication (2FA) where appropriate, shared drives can have multiple levels of access for increased security.

Data theft is also a top concern for businesses. No matter how tightly you lock a physical filing cabinet, there’s always the risk of someone cracking it open and stealing data. Of course, that can still happen with digital files. After all, cybercrime is on the rise every year. However, top document management and digital conversion specialists can ensure that you have the most rigorous cybersecurity solutions in place to prevent this.

Document Management Solutions Increase Productivity

Working faster and smarter is a major priority for businesses that want to edge ahead of the competition. In Philadelphia, PA, that ethos is being led from the top thanks to the “Open for Business” Executive Order. Mayor Cherelle L. Parker signed the order which helps cut through regulatory red tape and empowers businesses to access support, resources, and financial assistance. Similarly, businesses don’t want to have to jump through hoops or spend hours searching every time they need a specific document.

The right document management solutions allow businesses to access the files they need quickly, helping address a range of daily tasks with ease, such as:

  • Providing a copy invoice to a client
  • Transferring relevant employee details to HR teams
  • Producing a contract in the case of a management/employee dispute
  • Accessing data on performance for analytics or reporting purposes
  • Discussing sales or other data in meetings or with potential investors

The ability to access the relevant documents with a few clicks instead of rooting through filing cabinets is a major productivity booster for businesses of all sizes.

Less Chance of Human Error

As well as being easier to store and find, digital documents are also easier to keep “clean” and properly formatted. By locking certain fields on a spreadsheet, for example, firms can ensure that only certain types of data are inserted into particular cells. Locked data can include:

  • Dates
  • Amounts
  • Addresses
  • Zip codes
  • Age or other numerical customer data fields, for example, loyalty program identifiers

This is particularly important for documents and databases that have several people editing them at one time. With a paper document, everyone could log the data in their own way, making it a challenge to interpret it later. With digital solutions, everyone has to follow a set format, making data more accurate and useful. Analytics apps and software work better with unified data, so a document management solution helps you produce more meaningful reports.

Digital document storage also prevents the loss of business-critical data. Physical documents are so easy to file in the wrong place, due to distraction, lack of training, or simple fatigue. Digital document management solutions usually have clear pathways that lead employees to the right locations for their files. If something is inadvertently filed incorrectly, advanced search functions can help retrieve those documents quickly. Rehoming those documents is a simple process — no more bulging, overstuffed filing cabinets to worry about.

Going Digital Makes Your Business Accessible

Standard paper documents aren’t accessible to everyone, especially when they’re all produced in the same or similar format. Moving to a digital strategy helps make your business more inclusive and accessible by allowing documents to be:

  • Formatted in large print
  • Transformed to braille or other accessible formats with ease
  • Re-created in colors that help with visual processing disorders or dyslexia
  • Re-written to accommodate neurodivergent conditions
  • Sent to an authorized carer, with proper data protection protocols in place

Businesses that willingly accommodate disabled customers can organically increase their consumer base by appealing to a more diverse range of people. They’re likely to gain a boosted reputation by providing excellent customer experiences and providing enhanced services within their communities.

It’s also worth noting that shifting from paper to paperless document strategies can significantly lower your business’s environmental impact. Utilizing third-party providers for digital document management solutions reduces your reliance on paper and highlights your firm’s commitment to sustainability. Eco-conscious consumers are more likely to shop with businesses that can demonstrate an environmentally-friendly posture. B2B firms will also choose buyers that help them achieve their own corporate sustainability targets. Talk to your document management solution provider and ask how their services can help you lower your carbon footprint.

If you need more help taking your documentation digital or streamlining your existing document management processes, contact KDI Office Technology. We’re on hand for businesses in Philadelphia, New Jersey, Delaware, and right across Eastern Pennsylvania. Find out how we can help you boost productivity and make collaboration simpler and more intuitive.