Going paperless is a great way to increase productivity, accessibility, and smarter decision-making within your company. Moving to the cloud has clear benefits in terms of convenience and storage capacity. The accessibility and functionality of Google Drive is truly hard to compete with. But trusting the cloud can be a challenge. Businesses from large to small should be concerned with the increasing threat of cyber security, and what vulnerabilities cloud computing opens them up to.
If you are considering making the switch to paperless, definitely take the time to do your research, understand the risks and take action to protect your data as best as you can. But here are a few reasons why going paper is easier than you might initially think.
#1 Time Saved with Convenient Efficiencies
Scanning thousands of documents takes time and no small effort to move everything to the cloud. Before you dive in with both feet, ask if your company might benefit from off-site file management in the interim. It can free up some space quickly, while still providing a high level of access to critical records when you need them. Working with a document management company such as Happy Faces Records Management can greatly reduce the burden of maintaining your hard copy documents. The file tracking technologies Happy Faces employs include 2D and 3D barcode file tracking and 24/7 access to customer service through multiple communication channels including phone, email, web, fax, and customized web portal. These services all work seamlessly to provide clients with the convenience and organization they need to stay productive and profitable.
#2 Reduced Document Footprint
Obviously, the benefit of going paperless is in cutting down on the storage space extensive records archives require. They also provide impressive search capabilities and automation opportunities. The question to ask once you are ready to take the plunge is what level of digital file management makes sense for your company. Do you still need the security and control afforded to you in the use of an on premise server? The benefits of such systems include less space being taken up by file cabinets and archives, and the easy management and searchability of digital files. It’s a nice blend of benefits, without the need to fully invest in cloud storage all at once.
However, if you do not already have the infrastructure necessary to store your files on your own server, then the upfront investment to get your new digital file system seem like a big step to take. But given our current technological environment, it is easier and easier to get up and running on a completely paperless document management process. The added benefit of security of your servers and whether they are protected from hacking, natural disaster, and outright theft. If you’re managing your own servers but are not a digital security expert, chances are you are at greater risk than you’d like to be.
#3 Quick Wins for Smart Data
Obviously, the benefit of digital is in cutting down on the storage space extensive records archives require. It also provides impressive search capabilities and automation opportunities. Putting your data to work for you is the quickest way to see going paperless paying off in the long term. You can be sure your competitors are making the most of the latest technologies. The question to ask once you are ready to take the plunge is what level of digital file management makes sense for your company. Do you still need the security and control afforded to you in the use of an on premise server? The benefits of such systems include less space being taken up by file cabinets and archives, and the easy management and searchability of digital files. It’s a nice blend of benefits, without the need to fully invest in cloud storage all at once.
