Even SMBs can find themselves housing thousands of paper documents that they no longer need. Former legal regulations meant that it was often a requirement for businesses to keep physical copies of many types of records. However, since the standardization of e-documents, digital copies of these files are now recognized for the majority of circumstances and there is less and less of a need to keep physical copies around. Switching over to a digital document management system could even save you money in the long-run.
Unnecessary Equipment
In order to accommodate a team of staff, most offices end up purchasing multiple printers, photocopiers, and scanners to ensure that productivity doesn’t grind to a halt as employees stand around and wait their turn. Switching to a predominantly digital solution means that you’ll no longer need to upgrade this equipment when it breaks down, nor will you have to keep stocking up on printer paper or ink cartridges. You’ll also be saving electricity by powering less machinery, and removing most of these pieces of equipment altogether could save some valuable office real estate.
Office Space
The average office in the UK is said to print off around fifty sheets of paper each day. All of this requires numerous filing cabinets to keep it in order and, with office real estate becoming an increasingly valuable commodity, this space could be better used elsewhere. You could create a more minimal office space, or even use the space to accommodate an extra employee. Making sure that all of these documents are in order can also feel like a full-time job itself, too, so by switching to a computerized system you’ll have the benefit of being able to find what you’re looking for much faster anyway.
More Convenient
With the help of a document scanning specialist like TNT Business Solutions, you can convert your physical records into digital e-documents. Not only can you expect to save your business from regular expenses by doing this, but you can also expect to save valuable time. The old saying goes that time is money, and if your employees are spending their day searching through filing cabinets for one specific piece of information, they’re not making the most of their skills. With modern cloud storage platforms, you’ll have the ability to search for what you need via a specific keyword or a date to make finding that specific document much more convenient.
The digital revolution is upon us. It’s already affecting parts of our personal lives and, while the traditionally conservative business environment might be slower to react, it seems inevitable that it eventually becomes the standard.