5 Advantages of document scanning
Advances in technology have made it possible to replace paper documents with electronic ones, a practice that is becoming more and more common as it greatly benefits all types of businesses. Discover 5 of the main reasons why you should digitise your documents and processes.
5 Advantages of digitising documents
The process of digitising paper documents also leads to a dematerialisation of work processes. The notion of business intelligence and competitive advantage then takes on a new meaning: employees gain in reactivity and productivity.
1. Saving space
Digitising documents provides a considerable logistical advantage. The tens or even hundreds of square metres needed to store paper documents and supplier invoices can be dispensed with.
Electronic storage helps to save space:
- CDs
- USB sticks,
- servers, etc.
2. Data accessibility
One of the greatest advantages of business dematerialisation is the possibility of sharing files instantly with the whole world thanks to the Internet.
This allows work teams to carry out coordinated activities, even if they are separated by large distances. Working papers, accounting documents and invoices can be consulted online.
This saves customers, suppliers and accountants a lot of travel and related costs.
In addition, working from home or remotely provides a certain degree of convenience for staff. The reactivity of the company is multiplied and everyone saves considerable time.
3. Document tracking and searching
The intelligence of document management systems increases employee productivity. All information is accessible in real time: this is one of the many advantages of dematerialisation.
Transmission of information is no longer a problem: employees no longer waste time searching for the data they need. They know where to find the information: a document digitisation software offers the possibility to store and classify documents according to various categories and their own classification parameters.
The search becomes smooth and intuitive.
The system also reduces the time it takes to process a file between marketing and sales departments, for example.
Dematerialisation accelerates a set of coordinated activities that allows the traceability of documents: a history makes it possible to know who performed what action at what time.
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4. Digital files with legal value
Digitisation of accounting documents facilitates remote accounting processing. A complete solution allows you to keep scanned documents in the form of digital files to store your accounting.
However, some professional tools are necessary:
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a digital safe to protect the data by giving them a legal value,
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a solution that allows you to sign documents electronically, while authenticating the identity of the signatory.
The advantages of dematerialisation are numerous: time and productivity savings, space savings thanks to dematerialised storage and faster processing.
5. Centralisation of information
The loss of documents, classification and search at any given time is a major problem for companies.
A solution that enables automatic backup of documents and classification of information helps to prevent the loss of important documents and data.
Quality training will also enable the entire organisation to adopt good practices internally.
How to implement document digitisation in companies?
To enter the digital era, your company will probably have to reorganise itself. You will need to equip yourself with software or some digital tools.
Using new software also involves money and often new skills or resources. However, the ROI is worth it, this tool will allow you to:
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centralise your database,
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create backup copies of documents,
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ensure the distribution of content,
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automate administrative tasks,
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and, above all, gain in competitiveness by increasing productivity.
Article translated from Spanish