Examples of Digital Documents and Their Benefits for Work

Examples of digital documents are an important part of daily work in the era of advances in information technology. One of the most common examples of digital documents is text documents. This document is used by almost all companies or individuals who need it.

In this article, we focus on explaining the meaning and benefits as well as examples of digital documents. For that, we will start by explaining what digital documents are.

What is a Digital Document?

Before explaining what digital documents are, we need to tell you that these documents generally consist of text documents, images, audio, video, and several other digital documents that are different from physical documents that are printed on paper.

Digital documents are heavily influenced by advances in information technology to make it easier for each user to create, manage, store, and distribute all this information more efficiently. Each document is stored in a file format according to its type and can be accessed through computer software. In addition, there are various special applications provided to manage, edit and manage these documents.

However, advances in information technology also have negative consequences because every document can be stolen or damaged by certain parties. Therefore, cyber security must be implemented to protect every activity that involves important documents.

Seeing the explanation above, digital documents can be interpreted as electronic forms that are stored in a computerized system and can be accessed by several people who have access rights to each of these documents.

Read also: Definition of Online Contract and its Legal Foundations

Benefits of Digital Documents

Digital documents provide significant benefits and easy accessibility and are highly effective in enabling collaboration by colleagues to make real-time edits, provide comments, and consistently track revisions.The work environment greatly benefits from the use of digital documents. More specifically, in this section, we will explain what are the benefits of using digital documents.

1. Better Security

The first advantage when using digital documents is a better level of security than physical documents. The steps taken to safeguard digital documents are to keep them intact, always available, and not lost or damaged.

The first step is to apply different access authorizations to each user to prevent abuse or other unwanted things from happening. In addition, each document can be encrypted using an algorithm so that it can maintain the confidentiality of the information in it. Documents can also be copied so that if damage or loss occurs, a replacement can be used.

2. Saves Costs

Digital documents help companies or individuals to save costs in managing documents. You now don’t need to pay for printing, buying ink, setting up storage, and so on. Documents are easier to distribute to other users without incurring additional costs. On the other hand, you no longer need paper and reduce your dependence on paper in your daily work, which makes this step environmentally friendly.

3. Saves Time

Using digital documents is proven to significantly save time in doing work. Accessibility and the search process can be easier and faster thanks to this document. This is due to the involvement of technology that implements text search capabilities so that the keywords entered are immediately executed and matched with all documents in the directory.

Digital documents are also very efficient in terms of real-time coordination so that several users can work on the same document at the same time. This also includes editing and revising certain documents that are used so that a lot of time can be saved and run on time.

4. Safer Document Backup

Another advantage of using digital documents is that they can be easily backed up in various places to prevent loss or damage. Technological sophistication has made it easy to perform automatic backups and every document is encrypted before being stored. In addition, the recovery process can be done more quickly.

5. Easier Coordination

The last benefit is the convenience you can enjoy in coordinating with colleagues regarding certain documents. Documents do not need to be printed or sent because everything can be done in real time via a computer.

Read also: Definition of Electronic Stamp Duty and How to Use It

Examples

It can be said that advances in technology have made digital documents a useful complement to facilitate work and increase the productivity, efficiency, and effectiveness of communication in a professional or personal environment. Digital documents have indeed revolutionized the way we manage, store and distribute to other users. To make this even clearer, we have prepared examples of digital documents for you to understand.

1. Text documents

The first example is a text document in the form of a letter, report, or special note in the DOC and DOCX format which is processed with Microsoft Word. Other formats are available in TXT and PDF.

2. Graphic documents

This document is an illustration, graphic design, brochure, business card, poster, and so on with the PSD file format processed using Adobe Photoshop or Adobe Illustrator which produces the AI file format.

3. Web-based digital documents

This document can be operated via a web browser for online information purposes. You can find the format in HTML form which usually contains articles or images.

4. Database documents

Documents like this are usually for the needs of companies in managing information related to their business. This document contains structured data and can be accessed by those who have access authorization to make changes or edits and store it.

5. Digital medical records

Information technology has brought many changes that also include the healthcare sector. Regarding this, there has now been a change in the use of medical records, which were originally in physical form and then transformed into digital form. The goal is to make accessibility and affordability easier and faster. In addition, the security and availability as well as the confidentiality of these documents are always maintained.

6. Digital internal memo

Digital memos are useful for conveying information and directions to each employee so that business communication becomes more effective and consistent. There are many benefits to be gained from using this digital memo and one of them is cost-effective because there is no use of paper or ink and other costs with this digital document.

7. Digital forms

Another example of a digital document is a digital form which refers to an interactive activity prepared by a certain party to be filled out by many people or targets for business or other purposes. The use of this document becomes more effective so that it does not need to be shared manually, but can be downloaded or shared via a special link.

That was a series of explanations that we have provided about examples of digital documents along with their benefits. Digital documents have provided countless benefits in terms of efficiency. The OCR application from AdIns is known as very efficient in doing document processing. You can leave the manual filling out of documents and switch to a more accurate digital process with AdIns. Call us now to try this product in person for your company!