Keeping track of paper documents can quickly become a burden for growing businesses. While small operations using paper-based systems like invoicing and employee payment record-keeping may feel these systems are just fine for the present moment, the growth of an organization can soon make those same processes unwieldy and time-consuming.
Making the conversion to a digital office can keep documents from overwhelming the available office space for a business, as well as allow for much more efficient storage and location. Using business process management tools increases efficiency throughout an organization, saving time, money and even space in the office.
Finding hard copies can be a pain
Physical storage is limited by a variety of factors, the most apparent being available floor space. As iPost points out, this limitation leads to other problems in physical document management, including files being stored in distant locations and organization constantly being an issue. If an item is misfiled among hundreds or thousands of other pieces of paper, it can take hours to find, which translates to a negative impact on productivity.
When documents are scanned with OCR technology and stored on servers, organization is no longer a problem. It’s much easier to sort documents and file them correctly. And because every word in a digital copy is scanned and converted into searchable text, even misfiled documents can easily be located, put in the correct folder and accessed. Being able to search documents also allows employees to augment their work by finding additional reference material and other related items than can bolster the effectiveness of projects.
Filing cabinets fill up quickly
Companies that regularly accumulate files understand the burdens of physical storage. Holding units get full and there’s usually not much that can be done to reduce storage requirements. Instead, businesses have to keep buying filing cabinets at a cost of many hundreds of dollars per piece, with no end in sight.
Top 10 Reviews says that one of the biggest advantages of paperless storage is the time saved by employees finding and using documents. No longer do staff members have to spend valuable working hours going between storage areas and trying to retrieve a variety of documents. Instead, they can focus their efforts on the actual work at hand and increase productivity.