Thursday, September 21, 2023

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Ultra safekeeping: 7 reasons why document digitisation is important

The business world isn’t going digital – it’s already there. This may sound ominous, like something out of an evil AI film, but in actuality it is making business practices more efficient than ever. This is especially through the likes of data digitisation, which is easily the most efficient way to store, view and retrieve any important documents.

Now an imperative element of the best data management Canberra has available, data digitisation has a wealth of benefits that can help businesses be more efficient and practical.

Let’s take a look at seven reasons why data digitisation is imperative to modern business:

⦁ It saves storage space

Unless you’re working for a team that is stuck in the 90s there is absolutely no need for overflowing physical documents. It’s bad for productivity, the environment and your organisation’s budget (given that physical document storage is far more expensive than digital storage).

With this in mind, data digitisation alleviates the need for physical document storage centres, thus saving space and money on the likes of file cabinets, paper and fire emergency plans.

⦁ Heightened security

Obsolete physical storage practices were a risk to document security, as documents could easily fall into the hands of some unscrupulous characters. Seriously, all someone would have to do in the old days was break into the storage room or, perhaps, a cabinet on the office floor and do a little searching to find that sensitive document they needed to mess with your company.

But not with data digitisation, as you can provide access control to those who truly require use of the document, and not those who are looking to use it to their own nefarious advantage.

⦁ It increases productivity

Back in the day, and we really mean back in the day, staff used to run all over the office and scramble through filing cabinets just to retrieve one single document – it was like the Sisyphus pushing the boulder up the hill but in corporate office form!

With data digitisation, staff can easily access the digital documents through a central storage centre granted they have the correct permissions, thus saving them – and the organisation – time and money.

⦁ Automate your company’s business processes

You need to automate business operations to keep up in the modern business world. Thankfully, data digitisation is the first step in this process, with internal work procedures and information/document approval cycles part of the necessary channels. It simply helps quicken the process, with sign-offs, approvals and progress tracking a breeze.

⦁ It promotes collaboration

In the past, staff spent plenty of time unwittingly replicating each other’s work, and this was for the simple reason that they didn’t know the colleague’s document already existed! With data digitisation, you can simply search for documents that may contain similar work to yours, thus alleviating overwriting each other’s work and boosting collaborative processes!

⦁ Data recovery is a sinch

Whether through theft, poor staff handling or natural disaster, the analog era was shambolic for document storage! You could never feel that your sensitive documents were completely safe, but data digitisation ensures your documents can be easily retrieved in the threat of emergency (breathes sigh of relief!).

⦁ It’s easy to access

Nowadays your team doesn’t have to be in the physical office to access a business document – can you imagine how unproductive that would be if they did?! With data digitisation, they can access it from anywhere they may be with the right permissions: home, the airport, the lavatory – it’s simple!

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