In the past, businesses of every shape and size have relied on the use of paper and pen rather than a keyboard. Documents had to be stored in filing cabinets instead of virtual folders. If you needed to search for past records, it could take minutes, if not hours to find what you needed.
Today, things are different. Most businesses already rely on technology to virtually store records, files, and assets. Companies require far fewer filing cabinets than they have in the past.
But not all businesses have gone digital yet. Luckily, digitizing services are available to help businesses of all shapes and sizes migrate from a pre-computer mindset to an all-virtual, super-efficient mindset.
Are you wondering if you should go digital in your business? Keep reading to discover the top benefits of using digital services to get your business off of paper and into the cloud.
What Is Digitizing?
Digitizing is a process of converting physical documents, paperwork, and records into digital form, where thousands and thousands of files can be stored on a computer hard drive as opposed to an office building equipped with dozens of large filing cabinets.
It can seem overwhelming to try and convert thousands of documents and papers on your own. You likely have many many years or records stored at your place of business.
But as you can tell by looking around at all of your filing cabinets, you can’t keep living and working this way.
Instead, work with digital consulting services that can suggest the best way to get your company out of the filing cabinet and into the future, where work becomes much more efficient and easier to manage. Digitizing services can do all of this on your behalf, so you don’t even need to try.
Many business owners, however, are afraid that their records will be at risk if store digitally. But by working with a technology management company like Empist.com, you can ensure your business is safe and secure with a team of dedicated people always looking out for your best interest.
So, why should you embrace a new way of doing business and keeping records? After all, you’ve spent years doing it the old way, why change now? Here are six reasons to consider digitizing.
- Protection From Physical Threats
Anything stored in a physical location is subject to disaster. If you have years and years of valuable records and documents stored in your office building, what happens when a fire burns it down?
OR what happens when an earthquake or hurricane blows through, destroying the building and all its contents? Your documents will all be gone and can never be replaced. On the contrary, your computer and your equipment can be replaced, thanks to insurance.
If your records were all stored digitally, on secure cloud platforms, for example, you can access still access them from a new computer.
- Save Time
How much time do you spend every day digging through file cabinet after file cabinet, looking for a certain piece of paper from 3 years ago, or 30 years ago?
How much time do your employees spend doing this? When people are wasting their time looking for something, they are making money doing nothing. As a business owner, this should scare the wits out of you.
When people don’t have to physically search for records, they save a lot of time. This time can be spent actually working and growing the company instead.
By digitizing all of your documents and assets, and using an effective naming structure, you can type in a few letters or words and instantly have the exact documents you need, at any given moment.
- Save Money
When you save time, you save money. Having immediate access to all of your company’s important documents and information prevents people from spending minutes or hours tracking down a single document.
Even once your employee finds a document, they then need to use it. They may need to scan the document anyways to use it virtually, or they may need to read the document and type out the information it contains.
Using paper like this is a big time-waster, which means it’s a big money waster.
On top of that, what is the cost of these documents? If they are valuable, then you run the risk of losing lots of money in the event that your documents are stolen or destroyed. With digital storage, you’ll never lose anything.
- Increase Organization
Work is more enjoyable when things are organized. With dozens of filing cabinets, you might think you are organized, but you aren’t.
Virtual storage is the organization of the future, and of the present. Modernize your business by hiring digital agency services to get your business online as soon as possible.
Knowing that you can access any document in a matter of seconds, without having to leave your chair, will make your job much less stressful.
- Save Space
Physical storage takes a lot of space. You might have rooms and rooms full of large, bulky filing cabinets. If you ever needed to move to a new location, it would be a major hassle to have to move all of those.
Plus, you are paying rent each month on square footage that just contains big steel boxes. Not a good use of space.
Going digital means minimizing your physical footprint. This could allow you to pay for less office space or have room for more employees. You could even add a ping pong table, making your office more fun, if you ditched all of those cabinets.
- Embrace the Future
If you are still relying on pen and paper, and filing cabinet storage, you are falling behind. It won’t be long before your company becomes obsolete.
Don’t let that happen. Modernize your business and embrace the technology of the future that empowers business owners to truly grow their company and make even more of an impact in the lives of the customers they serve.
Removing the Paper Bottleneck by Digitizing Services
Digitizing can be your path to freedom and growth in your company. By hiring digitizing services, you can remove one of the largest bottlenecks in your company, allowing your team to spend far more time on tasks that matter.
Don’t fall behind, go digital and make your company more secure and more efficient than ever before.
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