Why tech companies should start using digital documents
Although we are surrounded by technology, there are many companies, including those in the tech space, who still rely on physical documents and paperwork.
Physical documents have become unfashionable because they are time consuming, take up extra resources and in the end, most of them end up in the trash or a separate room filled with filing cabinets.
Digital documents are the future and it is time that most tech companies start shifting towards digital documents.
Instant search
Using digital documents has many benefits and one of them is the ability to instantly search a piece of information that you were looking for.
Unlike paper documents or scanned copies of documents, digital documents allow instant searching for information. You can instantly sort out the documents by name, date, or other keywords and even from those documents, you can find a relevant paragraph in an instant with the search feature.
With physical documents finding a specific file or document can take a lot of time, especially if it's buried deep in the pile of paperwork, however, with digital documents you can pull up all the records in almost no time related to a specific project.
From all the details of the projects to employees working on the projects, all of the information can be pulled up in an instant.
Not only is this feature very handy but it also saves a significant amount of time as you can pull up decades old records in a minute or so whereas, with physical documents, it would take quite some time to pull up those records.
Real-time collaboration
The real-time collaboration feature of digital documents is very helpful, especially when different employees are working on the same project. Digital documents can be accessed from anywhere, allowing real-time collaboration.
One of the employees might be in one city and the other one at the head office, but both of them would be able to access the document and make real-time changes that will be visible by the counterpart.
For team members, this collaboration feature is handy and it allows them to work on a project and then make real-time changes to the documents that will be visible to other team members in real-time which lets them stay updated on the project.
Interconvertible
Digital documents are also interconvertible which makes things even easier.
Some employees from the accounting departments may be working with spreadsheets and Excel, others may be using word and those from the marketing department would be using PPTs but still, all of the different digital documents can be converted from one format into another which makes things easier for all the members of a tech company.
An important presentation created on PowerPoint in the form of a PPT can be converted into PPT by using the PPT to PDF or PPT to Word converter that allows easy conversion of the documents.
Similarly, PDF documents can also be converted using the PDF converter that allows you to convert Word into different formats such as PDF to Word, Excel, JPG, PPT, etc. This conversion feature of digital documents makes things easier for all the employees belonging to different departments.
Secure
If you compare the security of digital documents with physical documents, then the former have the edge.
This is because no one would be able to access the documents without having access to the company’s PCs and digital documents can also be password protected which makes them even more secure and prevents anyone without the password to access those documents.
Plus, backups of digital documents can be made on different online servers, on the cloud which allows for easy recovery in case a mishap happens.
Whereas with physical documents, not only do you have to have a separate room or space for the documents but you will also have to restrict physical access of any outsider to that room or space. And in case something goes wrong, it is hard to recover physical documents.
Spend less on storage
As mentioned, you need to have a separate room or storage space where you can store all the physical documents.
Every year, a lot of paperwork adds up and with every passing year, the storage spaces start to become less and less.
Whereas with digital documents, you needn’t worry about the storage space as these documents are very small in size and you can save thousands of documents on small storage space, plus you won’t have to have a separate room for all the documents.
This can allow you to save up money as storing documents on computers doesn’t require anything whereas with physical documents, you will have to separate files, folders, and other document-related equipment to maintain them in a proper, organized way.
