Even in today’s digital world, the vast majority of companies have to deal with reams of physical documents on a regular basis. And, as your firm gets bigger, the amount of paperwork you have to process only seems to increase. At times, it may even seem impossible to manage.
However, document conversion services can make all the difference, as this guide will demonstrate.
What Are Document Conversion Services?
First, a quick primer for those who are unfamiliar with this concept. Document conversion services are exactly what they sound like – services that revolve around converting documents from traditional paper forms into digital formats.
When you scan a contract into your computer and save it in digitized form, you’re carrying out document conversion yourself. However, if you tried to scan every single document in your office, it could take months.
Well, professional document conversion providers offer to do that hard work for you. They can go through your archives, scanning and saving all of your paperwork, exactly the way you want it. And it’s not just for standard A4 documents, either – the best providers can scan and convert almost anything, from large-format documents to old historical records.
The Benefits of Document Conversion for Growing Firms
Document conversion services are relevant and useful for almost any business, small or large. But they’re particularly valuable for firms that are experiencing periods of growth and expansion. Here are just a few reasons why.
Freeing Space in the Workplace
As your business begins to grow, you may find that your offices suddenly start feeling a little cramped. You might have more computers and other hardware you need to find space for, as well as new employees, each needing their own desks or booths. And that doesn’t include all of the filing cabinets for your paperwork.
Well, one of the most immediate benefits of document conversion services is how they can free up space in your working environment. All of those filing cabinets, boxes, folders, and archives? Once they’ve been digitized, you can get rid of them, freeing up much-needed office space.
Much Simpler File Retrieval
Have you ever spent hours of a working day digging through old boxes and folders in search of one specific document? If so, you’re not alone. Many office workers report that they regularly waste time trying to track down physical documents, and it can be a serious source of frustration.
Fortunately, the beauty of document conversion services is that, by digitizing all of your documents, they also make them far more accessible. With everything conveniently stored on your network or the cloud, it’s much faster and simpler to find the papers you’re looking for with a few quick clicks.
Improved Employee Morale
As mentioned above, digging through old filing cabinets isn’t exactly a fun way to spend a working day. Many workers get annoyed and even angry when they’re asked to look through outdated paper-based storage systems in search of one particular invoice, contract, or other document.
Growing businesses don’t need that kind of negative morale. They need happy workers who are productive and committed to the cause. Well, one of the best ways to boost morale is to make life easier for your employees, and that’s exactly what document conversion can do.
Fewer Risks of Lost or Misplaced Documents
Another issue with keeping paper documents instead of having digital records is that it’s easy for things to get lost. You might take a contract or form out of a filing cabinet to read through it and then accidentally misplace it later on.
And, if you have no digital version or copy, that document could end up being lost forever. This can impact things like compliance, customer confidence, and so on. By investing in document digitization, especially with cloud storage and back-ups, you’ll have a much lower risk of losing precious papers.
Minimizing Waste for a More Sustainable Office
It’s no secret that sustainability is one of the big hot topics in the business world right now. Many offices are looking for ways to cut down on waste and boost their green credentials as they expand and develop. One of the best ways to do that is by switching from paper to pixels, reducing your reliance on old-fashioned physical documents.
With physical document storage, lots of paper ends up being wasted through printing, copying, and so on. But, in a paperless office, there’s far less waste. This also has the added benefit of reducing your expenses on the likes of printing and copying hardware.
Stronger Standards of Privacy and Security
As businesses grow, they tend to handle increasing amounts of sensitive customer data. And that data needs to be kept safe and private, far from prying eyes. There are even strict rules and regulations, like the General Data Protection Regulation (GDPR) that control how data should be stored and secured.
Storing documents in paper format isn’t exactly the safest choice. Those documents can get lost, stolen, photographed, scanned, and so on. But, when you convert your paperwork to digital form, it’s much easier to secure it with password protection and other forms of encryption.
An Essential Element of Disaster Recovery
Have you ever thought about what would happen if there was a fire at your office? Or a flood? Or an earthquake, or any other kind of natural disaster? Any documents or archives you keep in physical form could end up being destroyed.
If you don’t have digital backups, the potential consequences for your company could be disastrous. Document conversion services are therefore vital for disaster recovery, as they back up and digitize valuable documents just in case a disaster strikes.
Invest in Document Conversion Services Today
Overall, the benefits of document conversion services are clear to see, particularly for companies that are starting to expand and need better ways to manage documents. With digitized paperwork, everything becomes easier, from file retrieval and sharing to the safeguarding of sensitive data.
So, as your firm gets bigger, it might be time to consider a major document conversion project. IMR Digital can help with that for firms across Philadelphia, eastern Pennsylvania, New Jersey, and Delaware. Get in touch with us today to find out how we can help.