So many businesses rely on the traditional pen-on-paper style of filling. While this cannot be replaced, technology has granted us more accessible options to style our documents better. There are many benefits of digital document filing compared to the traditional method of filing documents in hard copy.
Filing documents this way is cost-effective, time-efficient, and reduces paper waste. It is also known as electronic storage or digital storage because it is stored electronically, allowing for faster retrieval.
When you file documents electronically, it is stored in the computer's memory and the hard drive and saved there until you need it. When you open the form, you get to see it right there on your computer screen without printing it. In this article, we look at the various advantages of switching to digital storage.
1. Easy File Conversion (PDFBear)
Storing your documents on digital platforms enables you to convert them to different formats, from PDF to PDFA, from JPG to PDF, etc. Writing on paper means you have one specific arrangement for your files. With sites like PDFBear, you can do conversion digitally within a few clicks.
Convert all your documents from PDF to other digital document formats on your mobile and tablet using this tool. It is very user-friendly and will convert your PDF files to formats such as text, Word, Excel, PowerPoint, and many others in less than ten minutes.
The converted documents will then be available for you to view or send to others. And you can easily download them directly to your computer. All converted documents will be safely stored in your account and can also be exported through email. With the help of this application, you can convert your scanned images or printed pictures into JPG forms. The images converted to digital format are much more valuable and can last longer than physical images. PDFBear is free and easy to use.
2. Encourages Organization and Increases Productivity
Gathering papers and paper clips can be burdensome, not to mention you can easily misplace or spill coffee on them. When we talk about the increase in productivity, it is not only a matter of increasing the rate at which we work. It also means that you can work more efficiently and effectively.
This does not mean that we save time and improve our ability to work better. The most important advantage of digital document files is that they allow us to keep all the documents that are related to one specific subject inside one place. You can create folders, color code them, and rearrange them whichever way you want.
In other words, it will act as a central location for all the documents, and the user will have more control over the management of these documents. You will be able to manage the content of the documents, and also, you will be able to access these documents whenever you want and from anywhere.
You can store these documents on the server, which will give you a chance to open them with an internet connection.
3. Decreases Cost of Maintaining Physical Files
The other significant advantage of using a digital system of storing documents is that it will help to decrease the cost of maintaining physical files. Physical copies will increase the risk of damage, which will mean increased costs and extra work for the employees concerned.
Not to talk of bulkiness and sorting the files into different categories and store them in a cabinet which might be exposed to damage by insects or disasters such as fires or floods.
4. Increased Safety
Having an organized and secure filing system is a necessity. It protects your files and folders from being lost, misplaced, or tampered with. It also helps in tracking who has made unauthorized entries into your computer.
Furthermore, it safeguards your privacy since only you have access to important information like financial statements, personnel records, and so on. You can protect it with passwords, codes, or fingerprint scanners. Thus, when you use computerized filing, you are sure that sensitive information will remain confidential.
There are numerous benefits that you can get from using an enhanced security feature. It also helps in preventing tampering and monitoring by third parties. One advantage is that it eliminates the chances of losing important documents such as letterhead and envelopes. If you need to get rid of documents, you don’t have to waste time using a paper shredder; simply deleting and erasing drives would do.
To protect your vital information, you need to choose a trustworthy company to provide enhanced security. Some companies offer services for a fee, while there is protection software you can download for free.
5. Data Backup
Data backup is essential since it helps to protect your company's confidential business documents, personal data, and other vital business records. Having a regular backup system can help prevent the devastating feeling that comes along with losing essential files. If you have a computer, then there are various options you can choose from to safeguard your files and information against loss.
One option for data backup and data loss prevention is external storage like hard drives and USB. If you use off-site data backup and recovery, you can access your backed-up data in a completely secure environment. This also helps in reducing the cost associated with data loss because you do not have to pay for legal issues or any other cost loss of data might incur.
6. Convenience and Accessibility
When people need to access or share a document or file, a simple email will do, which is impossible when all your files are on paper. And this is where document filing services or online access to documents can make a big difference.
Access from any place is easy when you save have all your documents digitally. Another advantage is the synchronization between you and your colleague’s accounts.
When all documents are stored electronically, this speeds up the document processing time. Also, because the records are kept online, one can simply access the file. This eliminates the need to physically go to the file cabinet, look for what you need and figure out a way to send it to your boss.
Many offices adopt electronic document files to help keep their business and client records organized and easy to retrieve. These files can be shared between computers and departments, making the search for records more effortless.