Why should an organisation digitise their documents, records filing, or archiving?
Organisations large and small, digitise their filing for different reasons.
Over the years, our team has helped countless digitisation journeys. Whither at the start, middle or end of a digital transition, we are here to help guide you through the process.
Save space
The physical storage of filing cabinets and rooms filled with archive boxes or extensive shelves of files and drawings consumes valuable space within organisational premises.
In contrast, digital storage solutions, such as cloud-based systems or networked drives, are significantly more cost-effective than allocating financial resources to rent additional physical office space that exceeds your operational needs.
Transitioning to digital documentation can lead to a reduction in business rates, as well as savings on heating, lighting, security, and property maintenance costs associated with physical storage.
Office downsizing, relocations or re-utilisation of buildings.
In today's dynamic industry landscape, it is imperative for organisations to maintain a competitive edge, both in terms of technological advancements and financial efficiency.
Organisations often undertake relocations, downsizing, or repurposing of premises for various strategic reasons.
Consequently, this period presents an opportune moment to reassess your document management requirements meticulously.
Fire and health and safety concerns
Paper storage presents a significant fire hazard. Congested storage environments, coupled with inadequate emergency access, pose substantial risks.
Issues such as trip hazards from boxes, the necessity of using ladders or stools to reach overhead storage, and the handling of archive boxes within office spaces exacerbate these dangers.
Such conditions can culminate in a serious risk to both fire safety and overall health and safety compliance.
Improve access to documents and archives
The Covid-19 pandemic has underscored the necessity for adaptability and agility in our data access strategies.
In a matter of hours, the nation received directives to refrain from travel and shift to remote working arrangements.
Consequently, ensuring seamless access to documents and archives has become paramount for effective hybrid and remote work models.
It is critical to facilitate data access at any time and from any location, ensuring that such access is conducted in a secure, compliant, efficient, and monitored manner.
Compliance
In today's digital landscape, the safeguarding and accessibility of data are of utmost importance for organisations of any size. Compliance with standards such as ISO accreditation and regulations like GDPR necessitates that organisations efficiently store, access, destroy, and monitor documentation to fulfil a multitude of legal obligations. The process of digitisation significantly enhances the management of data, whether in the form of physical originals or electronic records.
Improve back-of-office or general business workflow and operations.
The management of paper, documents, drawings, and microfilm is not only financially burdensome but also exceedingly time-consuming and labour-intensive.
By optimising document retrieval processes, organisations can significantly reduce the time spent locating essential files.
Maintaining a workforce dedicated to searching through physical archives incurs unnecessary overhead costs. Instead, allocate your staff's efforts towards activities that directly contribute to revenue generation, thus minimising the reliance on historical paper records.
Additionally, the expenses associated with maintaining microfilm equipment continue to rise.
By digitising microfilm and paper filing records and storing them within your existing Electronic Document or Records Management Systems (EDMS or ERMS), you can eliminate these mounting costs while enhancing accessibility and efficiency.
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