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Your staff will find it easier to archive and search for documents when they’re required. This increases productivity, improves accuracy and quality of data, and allows your team to collaborate more effectively.
Digital documents also improve security, since central storage eliminates the need for filing cabinets, boxes and bins that are all easy to become targets for theft or fire. A central repository uses access controls with two-party authentication, passwords or encryption to safeguard your data.
Your documents can be accessed at any time, on any device, including desktops, tablets, and smartphones, using an internet connection that is secure. This allows your team to work from home, at the office, or wherever they are connected to an internet connection that is reliable.
You can also reduce the amount of waste by storing your records digitally. Not only will this save money on the cost of the storage and transportation of physical files, but it also reduces your carbon footprint by minimizing the amount of trees used for printing, as well as the energy required to get those documents to each employee’s desk.
Furthermore the digital repository offers a single source of truth for all your records, so that everyone can access the most up-to-date version–no more sifting through old documents to locate the right document or finding an outdated version that has been altered and shared. This lets your team perform their work more efficiently and with greater accuracy while making sure that the most pertinent documents are accessible for sign-off.
A digital document management (DMS) system can also automate workflows, simplify business processes, enhance accessibility and efficiency. For instance, redundancy detection identifies duplicate data and files, allowing you to delete them and reduce storage costs. It can also assist you in complying with regulations by keeping detailed records.