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Why You Should Use Digital Document Archiving Services

April 15, 2012 | Comments: 0 | Views: 168

Document archiving is an integral part of your business. You need to store copies of your official documents for future reference. Some industries still keep hard copies of their files in storage cabinets or locked away in off-site storage facilities. Others are switching from paper document storage to digital archiving solutions.

Digital document imaging services create digitized copies of your paper documents. You can access the information on these documents just as easily as you would search your recent electronic files. Here are some reasons you should digitize your paper files and official documents today.


Digital document archiving is efficient in many ways. You can organize and archive files using your electronic archiving system. Making files available to your colleagues and other departments is as easy as uploading and downloading digitized copies of these documents. You can also ask your network administrator to develop a comprehensive and advanced search system. This will let you access information on the spot without asking your staff to dig up old contracts from your storage rooms.

Using digital document imaging services is also more cost-efficient than maintaining paper files. You will not have to spend thousands of dollars on renting storage facilities, buying file cabinets and folders, and other incidental costs. Moving to digitized archiving solutions lets you avoid these expenses and reallocate the money for your company's other needs.


You will lose more valuable space to file cabinets and other storage facilities as your files grow in number. You might even need a separate storage facility if you require a significant number of paper files, such as if you run a law office or an architectural firm. Switching to digital storage lets you save on space, allowing you to find a more cost-efficient office. You can also put the space you clear out to better use, like additional manpower or equipment.


Handling paper documents poses a security threat every time. Each document passes through the hands of a specific number of people before reaching you or your intended recipient. This is problematic because most of your documents contain confidential information. You will never know which person handling your files could leak this sensitive information to your competitors.

Digital document archiving systems eliminate the need for this multi-level transition. You can customize the privacy settings of each document. Only the people who need to see specific contracts and official documents will gain access to the files. You can also monitor who viewed the file at any given time. This makes it easier for you to trace who is responsible in case of an information leak.


The environment will benefit greatly when you switch to digital document imaging services. Hundreds of acres of forestry suffer from your use of paper documents every year. You can continue being a sustainable business by conducting paperless transactions in the future. Reducing your paper use lets you save trees and preserve what remains of the world's forests.

Digital document archiving lets you simplify your filing process and save many resources. Make your filing and archiving system easier and secure by digitizing your paper documents today.

Lyle Osborne seeks a digital document archiving company offering document imaging services.

Source: EzineArticles
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