All businesses deal with documents — billing documents, contracts, and project files are just a few of many. Managing piles of paperwork can be tedious and stressful. Many businesses are switching to digital document management solutions to alleviate menial tasks related to paperwork.
Paper-based systems contribute to a significant amount of wasted time and huge costs in productivity losses. Cloud storage and other online document storage systems reduce these costs and improve workflows across the board. We will take a deeper look into how digitization can benefit your business below.
The Perks of an Online Document Storage System
Accessibility and Usability
Centralized storage keeps your business documents in one location, providing easy access for everyone on the team. You won’t have to worry about missing documents or searching through filing cabinets to find the information you need. Online document storage systems provide flexible access that is available everywhere, at any time. Saving, organizing, and archiving your files makes this technology appealing to any user.
Productivity
According to a recent study, the average employee is only productive for two hours and 53 minutes a day. With those rates, all businesses should be looking to improve productivity in any way they can. Online document storage systems can help by keeping employees on task and involved. Streamlining work processes and automating administrative tasks will allow your team to focus on profit-driven activities.
Collaboration
Work duplication and messy email chains can result in lost ideas and frustration. Online document storage systems provide real-time editing, efficient document transfer, and easy sharing for more effective collaboration. Better communication and the ability to share feedback will help your team work more cohesively and boost employee engagement.
Security and Privacy
Unlike physical storage, online document storage systems offer a multitude of security features to protect your documents from unauthorized access. You will be able to put permissions in place and monitor who is accessing what. You will also be able to protect your files from unexpected situations like power outages, fires, and floods. Storing your data on offsite servers ensures business continuity in the event of a disaster.
Secure Data Backups
Online document storage systems typically offer secure data backups, which can sometimes even be automated. In a world where 90% of business operations rely on computers and networks, frequent, reliable data backup is imperative. Replacing legacy methods like tape backups with digital storage streamlines and accelerates the process.
Built-in Compliance
Digital documents make it easier to comply with privacy laws and regulatory obligations, reducing the risk of penalties for noncompliance. Online document storage systems automate retention schedules so requirements are met, audits are less stressful, and expired documents are destroyed securely.
Affordability and Scalability
Managing physical documents can be costly. It comes with printing expenses, storage costs, physical distribution (fax or mail), and time spent filing. Quick access to digital documents means reduced time spent organizing and retrieving. The cost of scalable online document storage systems provide customized storage space, greater flexibility, and substantial savings.
Online Document Storage With Record Nations
Migrating your documents to the cloud can take time and effort, but the benefits of online document storage systems are worth it. Finding the right professionals for cloud storage, along with digitization and destruction, can streamline your document management strategy for the better.
Record Nations has affordable options for companies across the nation. Our network of experts will help you boost productivity and gain a competitive edge. Connect with providers near you by calling (866) 385-3706, filling out the form, or using the live chat. We will send you free quotes on our services within minutes.
