Digital document storage makes it easier for your employees to archive, search and find information when they need it. This increases productivity, enhances accuracy and quality of data and lets your team work more effectively.
Digital documents also increase security, as a central repository eliminates the need for file bins, cabinets and boxes that are all easy targets for fire or theft. A central repository protects your files using access controls, two-party authentication, digital encryption, or passwords.
With an online repository that stores your documents, they are accessible anywhere, on any device – including smartphones, tablets and desktops that have an internet connection that is secure. This allows your team members to work from home, at the office, or wherever they are connected to a reliable network.
Keeping your records digitally also aids in reducing paper waste. This saves money on the costs of storing and shipping paper files. It can also reduce your carbon footprint by reducing the number of trees used for printing the documents and also the energy used to transfer them to every employee’s computer.
Additionally the digital repository gives you an all-encompassing source of truth for all your records so everyone can use the most up-to-date version–no more searching through old files to find the appropriate document or looking for an outdated version that has been altered and shared. This allows your team to perform their work more efficiently and with greater accuracy while making sure that the most pertinent documents are readily available for signature.
A digital document management system (DMS) can also allow you to automatize workflows as well as business processes, streamline compliance with legal requirements, and boost accessibility and efficiency. For example redundancy detection is a method of identifying duplicate files and data which dataroomhub.org/ allows you to delete the duplicates and save on storage costs. It also helps you meet the requirements of regulations and other regulatory bodies by maintaining detailed logs and audit trails.