Should You Bring In the Experts When Converting To Digital?

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November 23, 2012

Businesses have traditionally used Paper records for records keeping, which means it can be difficult for some people to let go of paper records and choose digital records. However, modern technological advances have not only made the concept of digital records management more viable, but also easier to accomplish.

State-of-the-art digital imaging tools and professional records digitising service companies can help you manage digital records professionally and conveniently. But, why should you consider converting your office from paper records to digital records? Are there any real benefits of digitising records for businesses?

Benefits of Digitising Records

Digitising records involves transforming tangible, analog documents into binary electronic form for storage purposes or use in a computer. Business records that can be digitised vary widely from office personnel records to insurance records and accounting and financial records.

The benefits of digitising business records from paper, microfiche or even microfilm form are many. Among the main benefits of converting your office from paper records to digital records include:

  1. Saves Time, Space and Reduces Office Costs

Storing and retrieving paper records in office cabinets is time consuming, not to mention space consuming. Digitising records allows for quicker storing and retrieving of information, minimal paper filing tasks, reduced paper clutter, creation of space with less filing cabinets and significant annual cost savings on printing, mailing, storage and paper. These savings enable your business to function more efficiently.

  1. Enhances Information and Document Security

Password protection and backup features in electronic document sharing, information storing and file transfers add an extra level of protection from prying eyes and data loss.  This added security gives you peace of mind, knowing that sensitive business information is secure.

  1. Allows Easy Information Sharing and Access Anywhere

Sending copies of records anywhere in the world over the internet is much easier with digitised records than with paper records. Your employees can also access electronic records more quickly from anywhere and at any time. This means they can respond faster to customer and supplier questions.

When you are ready to convert your office from paper records to digital records, it is important to decide whether you will digitise on your own or get a professional document service company to do it for you. There are some basic factors here you need to consider in order to make the right decision.

Solo Records Digitising Versus Professional Records Digitising

Digitising office records yourself saves you the cost of a professional digitising service and if done well can enhance access and preservation of records. However, there are a myriad of activities to confront before, after and during the digitisation process. It can, therefore, be overwhelming to digitise records yourself especially if you have large quantities of records to convert.

On the other hand, professional service companies offer document management systems, software, hardware and consulting services to ensure your records are digitised properly. If you are looking for hands-free records digitising and you are ready to part with a fee for the service, professional records digitising companies are a good option for you. Professionals know the appropriate ways to handle and convert your records with care.

The Conclusion

You are unlikely to have a completely paperless office. Nonetheless, switching from paper records to digital records has many benefits, including need for less physical storage space and reduced costs of records storing and sharing.

Carefully analyse the positive and negative ramifications of digitising records by yourself and using a professional service with respect to your specific business circumstances. This will ensure you make an informed decision on how to manage your records well.

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