Businesses largely consider paper-based archiving as the document management solution of choice despite a number of undeniable drawbacks. Paper archiving requires precise handling and can weigh heavily upon employee workloads. Manual paper document management is also time-consuming and error-prone which explains why growing numbers of businesses are turning to document dematerialization. Digital archiving and business process automation provide enhanced levels of control over document management operations. Following are several of the multiple benefits businesses enjoy with electronic document management.
Substantial savings through document dematerialization
Robotic financial process automation generates substantial savings for businesses. In electing to dematerialize document management, businesses can reduce important expenses, notably paper and toner purchases, as well as printer maintenance costs. Dematerialized document management also enables business to trim the time earmarked for processes such as document searches and physical archiving. With guaranteed faster access to files, employees are able to devote more time to higher value added tasks, thereby generating gains in both productivity and visibility.
Document management tailored to current business needs
Digital document management makes it possible to customize the manner in which businesses archive documents. Whether archiving is carried out in accordance with department or broader company criteria, dematerialization greatly facilitates document management given the possibility of assigning access to target groups of users. Irrespective of the level of access assigned to individual users, data and information are readily accessible at all times.
Dematerialized document management facilitates the likes of accounts receivable management. Given ever increasing numbers of claims, clients can unwittingly overload operations. Quick access to specific files through invoice dematerialization represents an undeniable benefit for employees in charge of accounts receivable management.
Employees also spend less time entering data. Using optical character recognition (OCR) technology, it is henceforth possible to digitize documents and store them in a database, thereby circumventing error-prone manual data entry and enhancing overall document accuracy.
Intelligent workspace management
Automated document management enables businesses to transform physical workspaces. With the shift to digital, businesses can repurpose space once required for paper archiving and create new offices or employee lounges. Automated financial document management indeed eliminates the need for physical archiving space.
Increased security
Financial process automation provides businesses with an enhanced level of document protection. With digital document management, documents are protected against theft, fire, water and more. In addition, computer systems nowadays offer increased safeguards and help businesses avoid data loss owing to human error or other catastrophic event.
Enhanced productivity and compliance
Digital archiving constitutes an excellent means of enhancing corporate productivity as employees enjoy access to all requisite information in just a few clicks of a mouse. Computerized access is considerably easier and more efficient than paper-based searches.
Notable reduction in paper consumption
Another important benefit of electronic document management is the notable reduction in paper consumption. In choosing document dematerialization, businesses reduce not only their printing needs but also the considerable costs associated with printer maintenance, as well as paper and toner purchases. Document digitization is therefore an ecofriendly, cost-efficient solution.
For further details on digital document management, please be certain to contact us. A seasoned member of our team will be pleased to take your call and answer any queries or questions you may have.
