So you're looking to digitalize your documents...
With the rise of technology's role in every imaginable aspect of business, it becomes obvious that paper records just don't cut it any more.
Also, with the advent of extremely reliable methods of redundancy, error-protection, and security, there's no reason not to take advantage of archive digitalization.
Accessibility and Efficiency
Heaving heavy cardboard boxes out of shelves and shuffling through thousands of sheets of paper isn't fun. Not to mention dealing with staples, creases, and sticky tape. Just having to store physical records is costly both in terms of space and money. All these physical annoyances are mitigated by migrating to a digital medium.
Being able to simply type out a few key phrases and have the relevant document appear is almost necessary for viability in today's workforce.
Reference to and communication of documents' info is made simple by being able to easily review and email their contents.
Rips, tears, stains, and even misplacing of pages happens too often for hard copies to be considered "reliable." With proper measures, documents can be fully disaster-proof, accessible only by authorized persons, and viable for long-term storage.
Use of RAID technology allows for documents to have multiple failovers (in case a hard drive dies, no files are lost). While some companies mistakenly assume CDs and flash drives are acceptable for storage, "bit rot" and other errors can occur that RAID can protect against.
Employing encrypted synchronizing methods allows off-site storage, and even updating of records between entirely different locations (such as between two or more offices).
With multi-factor authentication, documents can even be protected so as to only allow access if multiple parties grant authorization (such as a manager granting access to employees).
Recent uproar over unauthorized access to sensitive information should scare any sensible business into following proper security practices. Employing accountable, understandable measures of protection is critical to having absolute
control over your documents. Look anywhere online for "secure document services," and you'll find thousands of purported "trustworthy" security vendors.
We advise clients against allowing vendors to "protect" your documents with a method if you're not allowed to view how it works internally. There are plenty of open-source, trustworthy, and free methods available that trump most proprietary security software.
We proudly employ many such techniques, and encourage others to as well. Feel free to contact us if you'd like some advice on how to pursue the best practices for handling data.