Switching to a digital filing system can save time, money, and keep your business competitive.
A digital filing system helps keep your company organized and on track. Discover some of the top benefits of making the switch from paper to digital filing.
Improved security and compliance
If your company is still using traditional filing methods, it might be time to consider making the switch to a digital filing system. One of the biggest advantages of utilizing a digital filing system is the ability to index files with ease. Each document and file you upload to the system can be registered and categorized based on specific properties (definable by your business). For example, banking institutions might categorize specific documents needed for a loan or insurance (W-2s, Applications, Tax Returns, etc.), and need to mark those documents for followup or with an expiration date. A digital filing system allows you to tag each file with notes, reminders, and assign tasks based on department or job title to perform necessary future tasks.
Digital filing systems include compliance and security protocols that limit access to sensitive information (defined by your system manager) and incorporate a history log, tracing each action performed with each document. These features ensure that users are only accessing the information critical to performing their tasks, and all changes made are accounted for.
Instant file retrieval
As all files uploaded to a digital filing system are indexed, your team is able to retrieve files immediately.
If a team member needs to access all files pertaining to a specific customer or client, there’s no need to go looking through multiple filing cabinets and storage boxes. File access is as simple as a quick search. In addition to instant file retrieval, digital filing systems allow for advanced searches and cross-referenced searches. This is extremely useful and powerful to create on the fly requested reports and audits.
If a natural disaster occurs, what would happen to your files? If your file storage system is paper-based, the loss of critical files can put your internal documentation and customers’ information and accounts at risk. Digital filing systems keep your files safe offer multiple solutions for file storage– on location or cloud-based and off-site, yet easily accessed. FileX by Digital Filing Solutions keeps your files stored securely, so you can access them from any device, at any time. Each day, your files are backed up and stored on a secured server either on-site or remotely, giving you peace of mind.
Eliminate paper, save money
When you take the initiative to switch to a digital filing system, you’re doing your business, and the planet a favor. By significantly cutting down the need to copy files and store paper, consumption is decreased, resulting in a greener footprint and lower costs for the company. With the digital filing, there is less of a need for multiple filing cabinets, express-mailing sensitive documents, and constant paper and ink orders.
Switching to a digital filing system could be a game-changer for your business, cutting costs, increasing productivity, and offering scalability. Learn more about taking your business paperless by scheduling a demo with Digital Filing Solutions today. We’re passionate about helping companies in the finance, education, and healthcare industries take their business to the next level and integrate them into the digital age.