7 Benefits of Document Digitization Business Owners Must Know
Technology is always present to bring many conveniences to life for its users. That is the reason why companies have started turning to document digitization technology in recent years. They have experienced the significant benefits of document digitization in every aspect of their work. As a result, a company will lag far behind its competitors in many ways if it does not apply this technology.
What is Document Digitization?
Document digitization is a series of steps to transfer documents from a printed format to a digital format. All document are no longer stored in filing cabinets, and now they are stored in the memory of electronic devices, whether computers, laptops, or smartphones. The process of digitizing documents requires scanning software and a scanner machine (if needed) so that printed files can be converted into a digital form that can be read by a computer machine.
The goal achieved from the document digitization step is the creation of archives or digital library collections. Its function is to increase work efficiency, optimize archive storage, and improve data security from natural disasters or unexpected disasters.
Many companies have implemented document digitization in their work. Digital documents are not only created for internal or inter-departmental purposes within the company. They also implement document digitization when dealing with clients or consumers. For example, apartment owners can now send electricity bills to tenants via e-mail instead of sending them through the post office so that it can be more efficient.
7 Benefits of Document Digitization for Companies
Digitizing documents is closely related to the term “paperless” which has become popular since the COVID-19 pandemic. Many people think that digitizing documents is useful for reducing the spread of disease as well as saving the environment by reducing paper waste, when in fact the benefits are greater than that.
Companies can get a myriad of more diverse benefits from the application of document digitization. What are the benefits of digitizing documents in all aspects of their work?
1. Increasing Work Quality
The quality of work of employees in the company is increasing with the digitization of documents. They become more efficient and consistent during their work because of the convenience offered by digitizing this document.
Good quality work results make business processes run smoothly. The company also made progress and managed to achieve the desired target on time.
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Almost all aspects of the company have gone digital in pursuit of technological advancements. Not only with documents, but the company also has several systems that are run digitally, one of which is a cloud-based storage system. They also have to convert documents to digital form so that their cloud functions run optimally.
There is also a payment system that has switched to paperless mode. Companies also have to convert printed receipts or receipts into digital format when filling out a proof of payment fields on the internet.
3. Increasing Accessibility
Employees often had difficulty finding documents in the past because there were many and they were not neatly organized. As a result, access to information was limited at that time. But now, they can access documents and information easily. This source of information becomes a valuable library for employees in making documents so that their work is more credible.
This ease of access gave birth to new culture within the company. Employees can share information and knowledge with colleagues more easily than ever before. The company’s credibility also increases because employees now have a lot of useful information that can be applied to their work.
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4. Increasing Customer Satisfaction
The company certainly cannot be separated from consumer requests and complaints every day. They must be responsible and provide appropriate and useful solutions to maintain customer loyalty.
Customer Support (CS) is now easier to serve consumer complaints because of the company’s digital archive. The archive can be accessed quickly and easily so that it becomes the right material to provide solutions to customers.
5. Decreasing Expenses
Document digitization has been proven to bring efficient results in corporate financial management. Companies no longer need to spend money just to build archive storage space, buy paper, and print documents in large quantities that can be wasted.
They can now just invest in scanning equipment and some other software to support document digitization. The costs incurred to manage digital documents are much more affordable than conventional archive management.
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6. Supporting the Employees’ Flexibility
n addition to quality and efficiency, employees are becoming more flexible in their work. They can work anywhere and anytime because technology knows no boundaries of space and time. A real example can be seen in the COVID-19 pandemic, when all employees have to work from home, and they have to do their jobs other than at the office.
This flexibility is also felt when employees need to interact with their coworkers. Communication can be done at any time even if they are not working in the office. Coordination and collaboration between employees increase so that the results and quality of work also increase significantly.
7. Enhancing Data Security
Companies are certainly worried if their files are suddenly lost or stolen. Document digitization ensures that all data is in a safe place and free from the risk of loss due to natural disasters.
However, there are also technological security risks when storing digital documents. Documents can be vulnerable to theft by hackers through cyber-attacks that are launched. Therefore, companies need to improve the security of computer networks, especially the cloud, so that the data stored on them remains safe and free from malware interference.
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Do you want to reap the benefits of document digitization that we’ve mentioned above? Start switching to digital documents with Intelligent Data Capture, AdIns’ flagship OCR application. The process of digitizing documents can run smoother and more flexible than before because you can also use this application on a smartphone. Scanned results of company documents and your employees can be directly entered into the system accurately.
You can also use the DMS application from AdIns to simplify the document search process and reap other benefits of document digitization that you may haven’t encountered before. The LiteDMS application is designed to make the document management task more effective and efficient, as the app can search even the most specific document in your database.
Contact AdIns right now and get the demo version of the OCR and LiteDMS apps to revolutionize the way you do your work in the office!