How can digital conversion help you to optimize your office? 

From delivering digital solutions for remote employees to creating a more purposeful and organized office, it’s not long before you can see the benefits of digital conversion multiplying throughout your organization. 

In this blog we’ll discuss how digitization creates strategic opportunities for organizations to better meet the needs of remote employees, improve business processes, and clear pathways for them to optimize their commercial office space.

Remote Workers

Mobility Solutions – Remote & Hybrid Workforce 

With the widespread adoption of remote work and increase in hybrid office schedules, now is the perfect time to evaluate your document management systems to ensure you’re meeting all of your employees’ needs. If you haven’t transitioned completely from paper and are still using outdated record systems, it’s time to make the move from analog to digital. 

As much as you’d like to store your records in one central location, it’s nearly impossible, especially if you have a large volume of information. Your records could be spread out across many locations, such as in different areas in your office or at an off-site facility, and some people may even hold onto records at their desks, not realizing or caring that they should be re-filed correctly so it can be accessible to others.

If this is the case in your organization, it’ll be difficult to keep track of your records and to know where certain files are located without a digital system.

Modernize Your Records & Office

Using technology and processes to bring your records into the digital age is a benefit to all your employees and your clients, often creating value and opportunities for your organization.

Here are a few examples of some of the benefits you can expect with digital conversion:

  • Saves time and money.
  • Empowers employees with the tools and mobile features needed to increase their productivity regardless of where they work. 
  • Improves efficiency by streamlining operational processes.
  • Enhances customer satisfaction with faster and better service.
file cabinet

Organizational Solutions – Digital Conversion 

Curious how digitization can help you to be more organized? Let’s look at how digital conversion can eliminate the clutter and time of physically managing your organization’s paper documents, data, and record storage.

When it comes to maintaining record systems, it can feel very daunting especially if you’re still manually managing your company’s files and data. Keeping up with it all can feel overwhelming.  

According to Inc. employees waste an average of 4.3 hrs. a week looking for things they have but are unable to find. 

Searching for the right records is labor-intensive and takes a lot of time. The loss of time and productivity are costly to your organization, and dealing with lost or misfiled records is frustrating for employees and customers. Outdated systems can decrease satisfaction inside and outside of your organization.

The cost of disorganization and inefficient processes can impact more than just your revenue, which is why it’s important to provide organizational solutions for your employees so that they have the tools and support they need to be successful.

Improve Business Processes & Increase Operational Efficiency

Ready to trade in your stacks of paper, countless boxes of records, and eliminate storage rooms with rows of bulky file cabinets? With digital conversion you can have your paper documents, data, microfilm, and archived files all at your fingertips whenever you need them. 

By digitizing your paper records and business documents, you can now have all of your files accurately scanned, captured, properly indexed, and securely stored in a convenient digital format. Imagine searching for a file that you need with a few keystrokes and retrieving it in seconds without leaving your desk. 

We partner with our clients to provide them with the best options for their paper and microfilm scanning projects.

For example, we offer services like OCR and our signature Digital Box applications that help our clients to better manage their records and data with more accuracy and efficiency. 

Optical character recognition (OCR) can be applied to your images to make them text searchable. It’s not a guarantee that every word and phrase will be searchable, but normally does a pretty good job of helping you find data on your files.

The Digital Box Method is a cost-effective way to organize and store records with a digital index system. Now they can easily search and retrieve docs they need in minutes rather than losing hours.

office layout

Save Space & Optimize Your Office

If your organization has a large number of physical records, you are well aware of the large amount of space that is taken up due to record storage. 

Physical space for your business is a valuable commodity. When you’re maintaining physical records, you’ll need room for the records, plus a scanner and space for your employees to scan. The wrong use of space could lead to disorganization and slowed retrieval processes, which then affects your accuracy and efficiency.

You’ll also have to make sure that space is temperature-controlled and has security measures in place. Those costs could add up quickly.

Digitizing microfiche and other documents means you can cut down on office space costs and use your space for projects that bring more value to your organization. 

Next Steps

Reach out to us today! Click the “Get Your Quote” button below, fill out the form, and we’ll quickly reply to you to discuss your project.

Further Reading

“Digital Box Scanning” discusses how our Digital Box scanning method provides a simple and cost-effective way to digitize your files.

How To Choose A Paper Scanning Partner” provides you with tips for things to consider when you’re searching for a paper scanning partner.

What Are The Advantages Of Digitization? covers the advantages of digitization and how a digital conversion project can benefit your organization.