The Benefits of Document Digitization

The working world is quickly moving towards a paperless future with a strong focus on cloud storage and digitization. Long-existing workplaces who have relied on cabinets and drawers stuffed to the brim with physical documents, papers, and folders may consider it impossible to switch to more space-efficient digital storage—but this is simply not the case anymore.

Any workplace benefits from the switch to cloud storage for professional documents, and what better time to make the switch than when most employees are working remotely with digital documents? The benefits of document digitization are too numerous to count, but we will provide you with some of the most important benefits that will directly impact the efficiency of your workplace.

Digital Files Are Safer

Once your documents are scanned into high-quality renders, you have better control over how they are secured, protected, and transported. Not only can you add a password to a document or folder for extra security, but you can also track users who have altered or accessed it. If a physical document is lost or stolen, retrieving it may quickly become an impossible task—especially if it has been destroyed.

You can retrieve or create a digital copy of any important document to save it from unfortunate events. Even a digital backup of a physical document will provide you with more peace of mind than only keeping the paper in the office. Important documents require protection in the office—with a digital copy, management will not lose hope when the physical copy goes missing. They can reprint the digital copy for use within the office while tracking down the physical version.

Cut Down on Physical Storage Space

Physical space in an office is limited. You can only have so many filing cabinets in an office—but the likelihood of filling your office’s cloud storage combined with physical digital storage solutions is very slim. Keep your office spacious by digitizing old files and clutter for a happier workplace. Once you have sorted through old documents, you can consider shredding and recycling them if you no longer need them anymore.

Increased Workplace Productivity

As opposed to physical documents, digital documents make the workplace function smoother all around. Your employees’ workflows will improve because of the following benefits:

Document Retrieval

Finding the specific document that you need is far easier on a cloud or network storage than it is to sort through dozens of filing cabinets and countless stacks of paper. Organization is simplified since you can add as many folders as you can count and use a computer’s search function to find the exact file you need. Real stacks of paper do not have a search function—if anyone misplaces something, it can become increasingly difficult to find.

Document Sharing and Group Projects

Digital copies of documents allow you to share them with multiple people easily via emails or cloud file sharing. Once they have been shared and editing access has been granted, different members of a team can edit and work on them—even at the same time as each other when necessary. As it is now, a physical copy may only allow for one person to work with it or reference it at a time.

Out of Office Efficiency

Because many employees are working remotely, it might be difficult for them to access the physical documents they need without making a trip to the office. Digitizing these documents and storing them on the cloud allows employees to easily obtain them from the comfort of their own home. An easily accessible cloud storage is a necessity for a remote workplace and will assist employees with keeping a steady workflow.

Add Optical Character Recognition (OCR) for Quick Document Review

The advancement of scanning technology has reached the point where computers are able to recognize human handwriting, resulting in the development of optical character recognition, or OCR. OCR is important in the office because it allows users to quickly scan digital documents for words or phrases that they may need to double-check against physical audits. A professional digitization company like DiJiFi can provide you with this specialty option.

Scanning a document with OCR is also important for creating an accessible work environment—OCR allows the computer to read the document aloud to the user.

Less Paper for a Greener Office

As you begin scanning company documents and storing them digitally, you may consider shredding the originals of lower importance. Cutting down on your office’s paper usage makes for a greener, more environmentally aware workplace. Once you have your cloud storage set up for scans, you can use the same storage to store digital documents from after your paperless transition. Going paperless at the office will become an easier transition when you have made efforts to scan older documents into the network.

Shredding old unnecessary documents ensures your company’s privacy, especially when left to the professionals. At DiJiFi, we offer shredding services to go along with our document scanning services that protect the privacy of your company and staff. You can rest easy knowing that we will dispose of any documents you can part with properly and with the utmost care.

A paperless office does not have to sound like a pipe dream. Scanning documents and storing the files on the company’s cloud will increase the overall efficiency of your business while making documents easier to protect. DiJiFi protects your precious documents with around-the-clock security, alarms, and surveillance. Any visitor in our building must be admitted by staff, and no outside visitors are allowed to wander our facility beyond the reception room. We fully understand the importance of the documents that customers give to us.

If your business’s efficiency will experience a positive boost from the benefits of document digitization, consider utilizing DiJiFi’s secure document digitization services for high-quality, professional scans of your most important work. We will be happy to work with you and your company to sift through any amount of documentation that you need scanned, digitized, and stored.