A paperless office holds many advantages and converting your office to one is a good decision. The best advantage is not that your office is de-cluttered with papers and folders, but you are able to manage your documents better. You can easily arrange them and find your files with a few clicks. Additionally, you don’t have to waste office space filling it with documents. Or, spend rent on a store room for your documents. Ultimately, going digital will improve your productivity and efficiency in your office. The ability to find documents at the click of a button will give you more time to focus on important things.
So how do you start going digital?
Give your Organization Time
Any large organization would have collected large amounts of paper, so you need to give the whole process time. Going digital is something that can’t be rushed. You have several documents in bills, legal deeds, contracts, reports and other vitals papers that need to be digitized.
You don’t want the digitizing process to interfere with your organization’s daily functioning, so take your time. Review the process and set a deadline that is comfortable for you.
Bulk of the work, at least in the beginning, is scanning these physical papers into a digital one. There are two ways you can go about the scanning process.
- In House
You can do it in-house by bringing in a scanning equipment and building a team that is dedicated to scanning the documents every day. You also have the option of diverting resources and have a team do it on a part-time basis.
You can hand over the papers to another organization which will scan and make the papers digital. They will be able to get the job done much faster since they have trained personnel and the right equipment.
Make a choice depending on the costs, human resources and time available.
Organizing and Accessing Documents
As a large organization, you need these documents to be available to every person in the organization and at the same time, it needs to be organized such that the files can be found easily.
At this point, you are in need of an electronic document management system or eDMS. You have quite a few options, but in terms of price and features, you won’t find a better one than Globodox. It has all the features you need. Here are some key features.
- Easy-to-Use: Your employees will be able to learn Globodox quickly.
- Efficient Organization: Folders, tags, document linkups and more allow a user to go through the digital database easily.
- Security: Only those with Globodox login can access the digital files. At the same time, you can grant limited access to logins so not everyone can open sensitive files.
- On-the-go: Globodox mobile app ensures that a user can access vital files anywhere.
So start making things easier and more efficient in your organization – Go digital!
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The Itaz support team has been exceptional. Their quick responses, personal emails and follow ups to the few issues I’ve encountered have always been much more than I expected. Any time there has been an issue they have quickly fixed the problem and updated the entire application with new code to totally address the issue.
— , USA