Businesses are becoming increasingly reliant on digital processes. Even the smallest companies have an online presence, email accounts, and internet-connected devices. Yet many firms are still struggling with the management of hardcopy forms, invoices, spreadsheets, and other papers.
Research suggests that digital transformation—the shift from traditional interactions to online alternatives—is accelerating. But could external document management solutions help small businesses keep up with their competitors?
A Brief Intro to Document Management Solutions
Offices overwhelmed with paperwork can benefit from having a trusted partner streamline their documentation management. This may involve:
- Digitizing documents via scanning and document imaging services
- Providing automation for document-intensive processes
- Switching current paper-based processes to online/software-powered processes
- Reorganizing existing digital documents
- Suggesting shared file management improvements
A key facet of this is removing unnecessary paper without losing business-critical data.
Key Benefits of Digitizing Documents
The first clear benefit of transforming hard copies into digital files is space-saving. Conventional file cabinets and folders take up a huge amount of space. Companies must keep some documents for a minimum of three years. As businesses grow, therefore, so do their space requirements. Digital documents take up no physical space, although some larger companies may utilize an in-house data center. Most small businesses utilize cloud-based data storage solutions or existing computers.
Hard copies are far more prone to damage and loss than digital copies. A document management solutions provider offers security solutions to prevent data loss and protect vital client and project information.
Digital documents are also easier to manage. Instead of rifling through files searching for a single invoice from two years ago, administrators can perform a keyword search using software. This makes document recovery fast and simple, improving both client and employee experiences. Shared, secure access to documents also promotes collaboration and innovation within your teams. Your improved document storage and systems could lead to your next stellar marketing campaign or product.
Local Businesses Rely on Local Document Management Services
Embracing digital transformation means sourcing document management solutions you can rely on. Source providers in your local area with employees from your neighborhood will understand your needs better. They’re on hand when you need assistance and when they support you, they’re supporting their own community.
Golden Gate Office Solutions has operated in the San Francisco Bay Area since 1983. We work with local organizations just like yours. Contact us to find out how we can modernize your document management systems.
