The trend for companies nowadays is to go paperless. More and more businesses are opting to go digital. This shift to digitizing workflow and other important documents has been happening for works. Because of what technology has achieved and the recent innovation on cloud-based solutions, we now have the capability to access any file even just by using our mobile phones.
For instance, in Australia company information can be now be accessed by anyone, even the public, through ASIC search (https://www.infotrack.com.au/products/searches/company-searches/asic-search/). The history, organisational chart, and consumer laws followed or being violated can be accessed in this third-party cloud management.
But more importantly, companies are beginning to save more from this paperless trail. There are less operational costs, and there is no time wasted on unnecessarily printing and updating printed files. Listed here are more advantages for digitizing content.
Being able to access documents anytime by anybody
One of the most tedious documentations is manually looking for a document and waiting for it to get verified. Moreover, there is also the wasteful task of printing out important company files that are very long to be archived. This is not very practical and not a good use of people’s time. Good thing cloud-based systems allows for multiple securities so you can assign which department is in charge of certain documents and easy retrieval of files across all devices. This eliminates the arduous cycle of manually retrieving files, which takes days sometimes.
Tracking document history would be easier
Of course, not all company policies or regulations are final; and it is also true for contracts. Whether affected by a change in management or certain government laws, some clauses will need changing. Now you would not have to print new ones every now and then, you can just track document history by digitising the file and saving it in the company’s public folder.
There is no need for a bigger storage space
Big companies usually dedicate a huge chunk of the office or sometimes a whole floor for archiving documents. While you can still do this, it seems wasteful in terms of space; not to mention the additional rent needed for that space. Managing business content through digital means eliminates these additional costs and allows the company to use it to improve employee welfare and company production.
Improves customer service
Some companies like the aforementioned ASIC search provides the public documents and releases it to them. Doing it manually may take weeks because the verification process is usually much longer. Obviously, the company is releasing pertinent information that needs to be checked and double-checked. Starting an online ticketing system and digitizing the process will make it easier for both parties to receive the job order (company’s end) and release it (customer end).
Like all innovations, make sure to learn more about this kind of content management system. For sure you will have an increase in productivity and will reap the rewards that come with digitising content.