Advantages of digitalising your company's document management

Nowadays, companies have to work with a large amount of documentation, which forces them to implement systems and procedures to manage documents properly. In many cases, document management is still based on a classic "paper" model.

This requires significant logistics based on the organisation of a warehouse that acts as a document archive and a series of processes, especially validation procedures, in which physical documents travel through our organisation. It is therefore a costly, time-consuming and costly management, not very efficient and not without risk: loss of documents or deterioration of documents, among others.

Undertaking a document digitisation process is therefore one of the most important steps in the SME digitisation process. This decision entails important advantages and benefits for the companies that implement it in an effective way:

• Optimisation of physical space through the destruction of digitised documents.
• Reduced risk of document loss as documents do not "travel" in physical form.
• Better preservation of documents as once digitised they can be stored in multiple ways and can be backed up.
• It therefore facilitates the safekeeping of documents within the established legal deadlines.
• Increased efficiency in document consultation by shortening waiting times and streamlining processes.
• Productivity is improved and low value-added activities are reduced.
• It allows the indexing of documents by metadata which will facilitate search processes.
• Accessibility is improved as it enables access from multiple devices and locations as well as the consultation of the same document simultaneously and at any time.
• It allows for increased security through the implementation of authorisation and information access policies as well as the analysis of activity logs.
• It facilitates the implementation and automation of document authorisation and validation processes.
• It also facilitates the distribution and dissemination of content
• Cost reduction through the elimination of paper.
• It facilitates compliance with new social values such as ecology and respect for the environment.

Thus, we can conclude that the digitisation of documents is an essential step in the strategy of any business and that it is absolutely necessary for those companies that work with large volumes of documents.

Contact us if you also need to digitise your company's documentation.

info@dokify.net