Why 2018 Is The Year To Digitize Your Records

Compared to the long-established tradition of physically warehousing important internal company records, entrusting data to an outside party for digitization might seem like a daunting and fundamentally unknown frontier for many business. Particularly with the most sensitive data migrating to an off-site facility, there’s a feeling akin to dropping off a child for college for the first time - one of hope but also marked apprehension.

Bucking the visceral fear of the unknown, let the excitement and promise of the new year motivate you to position your company at the forefront of the best Electronic Content management practices.

You’ll Save Time. You’ll Save Money.

Imagine ten of your employees need to access a document. Do they copy it? Does one lose the document and need to rescan it? At two orders of magnitude greater scale, how many hundreds of dollars are wasted on the copy paper?

Every minute an employee is searching for a document is unjustifiably wasted when compared to the full text search capabilities of digitized recordkeeping. Once documents are scanned and optical character recognition stores and indexes the text, results are a matter of keystrokes away.

Another quandary of paper archival: If the first employee to retrieve the document loses it, what happens?

You’ll Minimize Your Exposure To Risk

Days before your prize product launches, a chief competitor enters the marketplace with the same product. They’ve played dirty and stolen your IP plus your chance to be a first mover in the market.

Imagine those same ten employees again. There’s no easy way to determine who accessed the information when. Photocopy records? A relic of the 90s at best, thanks to the advent of camera-wielding smartphones.

Access to off-site digital records is granular and secure, allowing you to stipulate who can access specific information while enabling as many individuals as allowed to access that data concurrently.

Companies that embrace the increasing convenience of ECM partnerships with trusted providers will reap the benefits of that partnership more with each passing year as the associated technology improves.