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4 Reasons to Digitally Convert Your Physical Files in a Remote World

digitally convert files

Before the Covid-19 pandemic drastically altered our lives in early 2020, teleworking was a practice reserved for progressive corporations who understood the benefits it can provide.  However, as the world was forced to take decisive action because of the unprecedented spread of the virus, many companies transitioned most (if not all) of their employees to a remote working environment.  Covid-19 truly was the catalyst for teleworking becoming the norm, and new opportunities and challenges were born from this shift. Learn how to digitally convert files and the benefits of doing so.

How Remote Work Has Impacted the World

A day in the office looks much different in early 2022 than it did in early 2020 for many in the workforce.  A lot of people left the office sometime in March and have yet to go back.  Instead of sitting in traffic, lunches out with coworkers, and “water cooler chats,” remote workers now must navigate a work environment that might include small children at home, unlimited access to the refrigerator, and more time for sleep.  There is no doubt that teleworking comes with solid benefits, but it also presents some challenges for both employee and employer.

Benefits of Teleworking

remote work at home
 

While everyone’s situation is different, some of the common benefits teleworking provides include:

  • Less time commuting
  • Less distractions
  • Minimization or elimination of childcare costs
  • More time to spend with family, sleep, or other non-work activities
  • Less negative impact on the environment, from lower car exhaust emissions to less wear on road

Challenges of Teleworking

The above benefits are nice, but teleworking has introduced some challenges to the workforce.  Covid-19 has negatively impacted the social camaraderie many companies proudly touted.  Workers are more isolated than they have ever been, and it can wear heavily on employees who feed off other’s energy.  In addition, employers must have supreme trust in their employees, and it can cause situations where uncomfortable discussions are necessary.  It has also created security concerns, as many employees who have access to sensitive information are no longer in the controlled environment of the company office.

 

infographic showing 4 reasons to digitally convert files

4 Reasons to Digitally Convert Files

The remote workplace has its benefits, but one of the major drawbacks is the security concerns that can arise from employees no longer working in a controlled office environment.  To help with security issues, it is a sound practice to convert important files from paper to electronic.  Below are four reasons to digitally convert your files.

Sharing Files is Easier, and They Can be Encrypted

Digital documents are easier to share within your organization.  Digital documents can easily be encrypted so that only the intended audience is able to view the files.  Instead of having paper copies in file cabinets or folders, all documents can be stored in a single digital repository, and there are multiple levels of encryption that can be put on any document with sensitive information.

Digitally Converted Files Can Incorporate Digital Elements

Programs such as Adobe Acrobat and Docusign can provide digital elements that can be added to digital documents, such as signature blocks and checkboxes.  In addition, digital files can easily be reordered and edited in a much cleaner way than paper copies.

When You Digitally Convert Files, You Help Meet Compliance Standards

In a predominantly digital world, many industries have compliance standards regarding documents with sensitive information.  According to Watson (2020), “Some industries have statutory compliance norms mandating that certain documents be maintained in a digital format” (16).  Digitally converting files now can save potential issues with current or future legislation.

Digital Files are Environmentally Friendly

Converting paper files into digital copies (and maintaining a culture of producing digital files) can have a profound impact on the environment.  Reducing the amount of paper used cuts down on deforestation and pollution.  It is a secondary or tertiary benefit to digitization, but it is a benefit, nonetheless.

If you are looking to digitally convert files and move to an information management system, contact us today!

 

 

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