For years, paper records were the way of the world.
However, there are many problems with relying on paper records. If an employee loses a paper or spills their morning coffee all over a paper record, what can you do? That record may be gone forever.
With the rise of the internet, digital records have become more popular in the workplace. Digital records have numerous benefits over paper records, and with technology continuing to improve each day, they will only continue to get better.
Even with the prominence and convince of digital record keeping, many companies still rely on traditional paper records in their office. However, we are heading into a paperless age, and it’s more important than ever to convert to digital records.
Don’t believe us? Keep reading to discover 3 reasons why it’s important to maintain digital records in a paperless age.
Many companies who use paper records do not keep them adequately stored. A locked filing cabinet or records room may seem safe enough, but it can be all too easy for someone to pick the lock or find the key.
If you need to mail the files to another office, they will come in contact with numerous people, including office assistants and mailroom workers, who can then open the file if they want.
If your files need to stay safe and secure, then converting to digital records are very important.
Digital records can be sealed with a password that can be much harder to get around than finding a filing cabinet key.
There are also additional safety features to protect sensitive data online. One of the best ways to ensure the safety of documents is to encrypt confidential information. This means that if it is stolen, it can still be protected.
It’s More Convenient
Electronic files are also a lot more convenient than their paper counterparts.
Files that need to be sent to other offices or employees, can be sent through email. This means you’ll no longer have to worry about the long and inconvenient process of mailing files.
This can be very helpful if a file needs to be received quickly. It will take a few days to send files by mail (unless you want to pay high prices for one-day shipping). But, they can be emailed in a matter of seconds.
This is especially convenient if several people need to look at a file. Instead of having to share or make copies of the record, they can all be included in one simple email containing the necessary files.
Your digital document management doesn’t have to stop at client records. There are various services, such as a check stub maker, that can make your company run more efficiently.
You Can Back up Your Files
One of the most important aspects of keeping digital records is backing them up.
We mentioned earlier the risks involved with paper documents: if they are damaged or lost, then they are gone for good.
Electronic documents are much easier to back up. The cloud, flash drives, and external hard drives are all options your company can use to back up important files in case they are accidentally deleted.
There are so many options to help you back up your files and recover data that you won’t have to worry about losing important documents and records again.
The Importance of Using Digital Records
Paper records may have been the best (and only) way to keep records in the past. But, digital records have proven themselves to be better and more convenient.
It’s important to use digital records because they are safer, more convenient, and you can back them up to prevent losing them. Plus, they are cheaper and more environmentally friendly than keeping paper records!
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