Digital document storage makes it easier for your employees to archive, search and find data when they need it. This increases productivity, improves the quality of data and accuracy, and allows your team to work more efficiently.
Digital documents are also more secure, since a central repository can eliminate boxes, file cabinets, and bins that are easy to become targets for fires or thefts. A what is a knowledge management system in business centralized system protects your files using access controls, two party authentication, digital encryption, or passwords.
With a digital repository your documents are available from any device, including smartphones, tablets, and desktops with an internet connection that is secure. This allows your team members to work from their home, office, or wherever else they have access to a reliable network.
You can also reduce the amount of waste by storing your documents digitally. Not only does this help you save money on the expense of storing and shipping physical files, but it reduces the environmental footprint of your business by reducing the amount of trees that are used for printing, and the energy required to move those documents to each desk of the employee.
Additionally the digital repository offers the same source of information for all your records which means that everyone has access to the most current version, no more digging through old documents to find the correct document or searching for an old version that has been modified and shared. This allows your team members to be more efficient and precise while also ensuring that all relevant documents are readily available for signing off.
A digital document management (DMS) system can also automate workflows, streamline processes for business, improve accessibility and efficiency. Redundancy detection for instance can spot duplicate files and other data, allowing deletion and reduce storage costs. It also helps you comply with regulations by maintaining detailed records.