If you’ve been in business for a while, then chances are good you have a dozen filing cabinets (or more) filled with past records. Maybe you’re still keeping paper records, or you’ve switched over to digital for new records while leaving your older installments in hard copy. If you’ve been resisting the pull of the digital future, though, here are some reasons you might want to truly embrace it.
1: Ease of Access
When your records are physical things, it means you have to walk down to your filing cabinet, open it, and find the papers by hand. This can be a huge inconvenience, and waste a lot of time. Particularly if you have people in the field who need to see the records, but don’t have time to return to the office to look at them.
Digital records can be viewed from any mobile device, they can be sent via email, and they can save you and your employees a lot of time and energy. Especially when you consider that digital files can be searched through automatically with the click of a few keys, whereas the physical records need to be combed-through by hand.
People tend to think that physical records are less at-risk, but the truth is that they are just paper. The ink can fade, the handwriting might be illegible, they can molder, tear, and face a slew of other issues. Digital records can be copied and shifted around in a matter of moments, ensuring that there are always back-ups in case something happens to one set. It’s even possible to keep a back-up off-site so that even if your system collapses entirely, your records are fine.
3: Small Space
As any business who’s been in operation for a few years can tell you, records take up room. Even if you properly organize them, you’ll quickly have a massive row of filing cabinets filled with the records you need to keep.
Those same records, though, could fit on a single hard drive, with decades of room left to spare.
These are just a few advantages of going digital for your records. For more upsides, as well as advice on how to make the transition seamlessly, simply contact us today!