Why Your Business Needs Digital Document Management

Posted on October 17, 2022

Document Management SystemInflation is not fun. For anyone. It’s particularly challenging for small and growing businesses with lean profit margins. But during times of economic contraction, even large, established businesses need to find creative ways to save on costs and streamline operations.

Document management to the rescue!

Now, we’re not saying that just document management is going to solve all your business woes. But we can pretty much guarantee that after implementing a digital document management solution, your company will benefit from improved workflows, less document hassle, and potentially significant cost savings down the line.

What Is Digital Document Management?

You may already be familiar with digital transformation, digitalization, and digitization. Let’s not worry too much about the nuances and differences between these similar terms. The main gist is that businesses now need to be digital to be competitive and survive in these volatile times.

On a basic level, digitization is about taking stuff that you used to have on paper and putting it into a digital format. There are a lot of benefits to this, from saving physical space (and associated costs) to improving workflows.

A document management system takes that idea of digitization and supercharges it, to create an entire document ecosystem that supports your business.

Document management systems are more than just digital document storage. Storage is a big part of it, yes, but document management also goes beyond storage to organize and manage everyday business documents and files.

Documents become accessible and available for collaboration, both onsite and remotely. Cybersecurity is robust to ensure that records are kept safe and secure. This is a vast improvement over swapping documents back and forth in unsecured emails.

In short, digital document management transforms office environments into efficient and secure workplaces.

5 Reasons Why Your Business Needs Digital Document Management

Almost any type of business can benefit from a document management system that is tailored to its needs. Here are some very good reasons why your business needs digital document management:

1. Productivity

Productivity is very important for businesses to succeed. As they say, time is money, and you aren’t paying your employees to sit in their chairs and spin in circles. A good document management system can make work a lot simpler for your employees, so instead of wrangling with documents that are disorganized and hard to find, your team can focus on what’s important.

2. Collaboration

If you want to make your team more productive, make collaboration easier. Fortunately, an integrated document management solution can really empower your employees to work together, whether they are onsite or working remotely.

3. Remote / Hybrid Work

Speaking of remote work, if you have remote workers or a hybrid work system, a document management solution is an absolute must. Since document management systems are cloud-based, your team will be able to access everything they need no matter where they are.

4. Security

No technology system makes good business sense if it is not secure from hackers. Cybersecurity is a critical part of a good, comprehensive document management solution. In fact, it is far better to use document management than to allow your team to save and share documents in an ad hoc fashion.

Without document management, your team might be emailing documents through unsecured e-mail protocols, saving documents on home devices that don’t have proper security systems, and potentially losing sensitive documents and files that really should be secured. Document management fixes all of this.

5. Compliance

Finally, because document management systems provide cybersecurity and keep up with the latest laws and regulations, you can be assured that your files are meeting compliance regulations for privacy.

Gain the Benefits of Digital Document Management for Your Business

If it’s time to upgrade to a digital document management solution, RJ Young can help. RJ Young has extensive expertise in establishing robust document management solutions for businesses of all sizes. Our secure document management systems can integrate seamlessly so that your onsite and remote workers can collaborate easily. With rock-solid cyber security, your files will be kept safe and yet easily available for the people who need to work with them. With streamlined workflows, your business can reduce costs and become better equipped to handle any challenges ahead.

Want to vastly improve business efficiency and productivity? RJ Young can help with digital document management. Contact us today at 800-347-1955 to learn more from our document management experts.

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