Could You Benefit Further From Digital Document Archiving?

13 October 2011

It's become a viable question and one that is asked a lot; 'can digital document storage be a much better choice than paper-based archiving for my company?' We give you the low down on what the best choice for your company would be.

It is a fairly common question in the document storage and archiving field these days, but can your business benefit further from moving on to digital document archiving and replacing your old filing systems?

The answer for the most part is usually, yes, of course you can, but it does invariably depend on the kind of business that you're in.
Although pretty much anyone in any line of business can benefit from digital document storage, it is without doubt much more effective the more documents that you have to store and can be of even greater benefit depending on where you're actually storing them.

For example, if you are a company that has a few documents that are used and accessed on a regular basis, you could benefit from digital storage, but it could be seen as overkill and not necessary. If you're a company that has hundreds, thousands or even millions of documents, then digital document archiving is pretty much made for you. With levels of documents on that scale being accessed on a regular basis, there is pretty much no way that you wouldn't benefit from going digital, whether it's in the space you would save, the costs, the improvements in efficiency, productivity and staff morale, it will be an advantage for you in one way or another, or even in many ways.

After all, digital document storage and management was made to make life easier and make going through and finding documents a breeze, it's been that way since the first incarnation of a computer with a word processor, but it's only now that we're fully taking advantage of the benefits.

It's also a surprisingly simple process to get your documents digitised. Obviously, if you have very few you can scan them in yourself and name them whatever you wish to help you find them easily on your computer system. However if you have documents in the thousands, it's highly recommended to use a document scanning and archiving company to do this for you. They can usually scan thousands of documents every single day and because of this charge a relatively small fee for doing so. They are also able to index the documents however you wish to make finding them extra easy and many can even offer OCR services to make the scanned file completely text-searchable and readable by your computer systems. This adds further benefits to having your documents digitised for archiving purposes.

Document storage for a lot of companies, and especially law firms, is increasingly expensive. With companies needing to put as much as they can in the limited space they have to save costs, documents are shipped out to document storage facilities, which cost monthly fees and hefty retrieval fees on top of that.

With digital document archving this can be easily avoided. Once the scanning and digitisation is completed, your files are stored on a computer system, over a local network or hosted over the web, and you will be able to access them anytime, from anywhere with no more recurring monthly fees or ridiculous retrieval costs.

The future indeed lies with digital document archiving and services will continue to improve and become more and more beneficial to companies. Companies that do digital archiving are fairly easy to find, but it's harder to find companies that know exactly what they're doing, so do your research before committing to any big decision such as this.

Check out our website for more information.

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Could You Benefit Further From Digital Document Archiving?

13 October 2011

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