The modern economy provides new opportunities for organizations to provide services and ship their products globally. Even when companies aren’t concerned about scaling regularly, moving towards a digitized operational model will increase staff productivity and efficiency. While physical information processing does still serve a purpose in the digital world, keeping everything organized and retrievable adds unnecessary overheads to the company.
Apart from the physical footprint that paper files take up during retention periods, the workload added to staff who to manage and file documents requires persistent effort. Additionally, retrieving any of the documents for reference or review can become a laborious affair. It’s clear that a digitized solution will alleviate many of these daily bottlenecks.
The Benefits of Digitizing the Organization’s Paper Files
Documents are containers that carry information and organize disciplines around a single goal. The daily workflows that companies execute require many records, which provide oversight of the business processes. However, if the company isn’t digitizing documents, they cannot provide real-time context of the operational efficiency and process deficiencies that may exist within the workflows. With a digital system, companies can leverage many benefits in order to improve their workflows.
Enhanced Process Productivity and Office Efficiency
A digital system streamlines the processes using electronic workflows, making task management more efficient and productive. The ability to assign tasks and route the information the necessary resources quickly and efficiently reduces the amount of time required to execute work and ensures complete traceability. If staff isn’t spending time locating information physically, and walking documents from between desks, the processing speed increases as well as reduces menial work. With email notifications of new tasks that include due dates and creates a record of the history of the entire task, everyone in the office will become more productive in their daily activities.
Reduced Operational Costs and Overheads
With fewer paper files comes less printing tasks. As paper remains an essential expenditure in every office, cutting down the costs associated with document management will increase revenues. Additionally, printers and copiers consume power for every print, making them an overhead that requires diligent control mechanisms. A digital transformation initiative also allows companies to bring down the associated carbon footprints by reducing the number of physical documents used in the company. Another cost-saving will be in the form of reducing consumables used in Multifunction Devices (MFDs) within the office environment.
Improved Information Security
With document digitizing, the system assigns both a disclosure classification and a domain authority for every record. User groups and department roles ensure that sensitive information remains inaccessible from certain employees, and makes all information available only to those with the required authorizations. MFDs can be integrated with the Electronic Document Management System (EDMS) and establish a pull-to-print control at the device. Improving the controls related to printing a document would prevent the dissemination of uncollected jobs containing sensitive information within the office.
Modern MFDs also improve network security by using encryption and firmware monitoring that will detect any changes to the software and prevent exploits entering the network from the device. By adopting digital transformation and integrating both the information management systems with the physical multifunction devices, companies are able to enforce comprehensive information security policies.
Increased Process Control and Oversight
With automated workflows and accurate information routing, employees can execute each task consistently. When the company needs to update a process, the workflow definition and its associated documents ensure the universal enforcement of the changes throughout the organization. A single point of control enables companies to adapt to new requirements and establish the optimal daily workflow to remain productive.
Additionally, with electronic processing, new metrics and performance indicators become available. This will assist organizations with carrying out strategic reviews of their workflows and process efficiencies. When the organization identifies an area of concern, they can make the necessary changes quickly and ensure the entire business remains focused and streamlined towards maximum productivity.
Ensures Business Sustainability for the Future
Adopting a digital-first methodology within a company also aids with future sustainability. The services and software available ensure company’s decrease their carbon footprints, reduce their waste, and minimize the impacts their operations have on the environment. Additionally, by moving towards digitized infrastructure and technology, companies enable themselves to scale easily and grow quickly in order to take advantage of new revenue streams.
Partnering with Edwards Business Systems to Streamline your Digitization Initiatives
Edwards Business Systems can assist any organization looking towards document digitization in order to streamline and improve process efficiencies. As a technology solution provider serving Eastern Pennsylvania and Central Virginia since 1954, Edwards Business Systems focuses on providing expert consultants that deliver the best productivity solutions. For any company that needs to regain process control and reduce their physical document footprint, Edwards Business Systems can assist.
For an assessment or for more information about managed services and document management solutions, reach out to Edwards Business Systems today.