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5 Benefits of Storing Data Electronically

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How many times have you gone on a rampant search for a misplaced paper file? How much physical space in your corporate office is devoted to document storage?

How many times have you gone on a rampant search for a misplaced paper file? How much physical space in your corporate office is devoted to document storage? For that matter, how much space on your desk is? If your organization is still relying heavily on paper and its storage, it may be time to look into electronic data storage.

Benefits of storing data electronically

Les avantages du stockage électronique des données peuvent être considérables, en particulier en cette période de changements rapides où de plus en plus d'employés travaillent à distance. De plus en plus d'études suggèrent que la tendance au télétravail ne va pas non plus s'arrêter avec la pandémie. Selon une estimation prudente de la Harvard Business School, au moins 16 % des travailleurs qui ont opté pour le télétravail à la suite du COVID-19 ne retourneront jamais au bureau.

Perhaps it’s time you consider becoming a part of the 89% of organizations working on digital transformation, and that includes shifting from physical to electronic data storage.

Take a look at some of the benefits of storing data electronically…and imagine all the efficiencies you could gain:

1. Collaborer plus facilement

With electronic document storage, stakeholders can review, update, track, and share documents seamlessly. That means if your team is remote (or partially remote), employees can still access all the documents they need to perform their jobs without having to be in the same office — or in the office at all.

2. Enjoy greater document security.

Electronic data storage is typically more secure. You can password-protect files, track who is viewing what when, and control layers of access. It’s much harder to keep paper documents secure and to monitor who is reviewing them.

3. Réduire les coûts et gagner en efficacité

If you’re leasing office space, consider the costs devoted to physical document storage. Could you downsize the office if you eliminated the need for file storage? How much could you save if you no longer needed to print and deliver paper documents? With electronic file storage, you not only benefit from cost savings, but also reduce the amount of time and resources spent getting a document from one place to another.

4. Faciliter votre gestion documentaire

Consistency is hard to implement in a paper world. With electronic documents, you can easily introduce new formats and workflows while reducing potential for human error.

5. Increase productivity.

Imaginez tout ce que votre équipe pourrait accomplir si elle n'avait pas à imprimer, à numériser, à classer et à envoyer tous ces documents ? Un des principaux avantages du stockage électronique des documents est la suppression des tâches administratives répétitives. Votre équipe dispose alors de plus de temps pour ses projets d'envergure et ses grandes priorités.

What to look for in a digital transformation partner?

Ready to transform your office with a document productivity platform? Before you hop on the digital transformation bandwagon, make sure you select the best partner to help you meet your efficiency goals. Here are some things to consider:

  • Make sure your document productivity partner offers a solution with the tools to ensure efficiency gains for your organization. For example, are electronically stored documents more accessible to everyone? Using a tool like Nitro PDF Pro‘s OCR feature turns scanned files—which are essentially just images—into searchable, editable PDFs. After OCR, the content within the document becomes accessible to a storage platform’s search function, making it easier to locate in a file database.
  • Be certain you select a document productivity solution that your employees will actually adopt and use. Change management can be tough when software isn’t intuitive and requires a large learning curve. Because Nitro PDF Pro’s interface is similar to Microsoft 365, users find it simple to learn, which results in fast adoption.
  • Choisissez une entreprise qui vous aidera à éliminer les goulots d'étranglement et à rationaliser les processus. En plus de s'intégrer facilement à Microsoft 365, Nitro offre aux utilisateurs une solution cloud à laquelle ils peuvent accéder où qu'ils se trouvent. 
  • Ensure your document productivity solution partner offers encryption services so you can control and track who accesses files and set up various layers of accessibility and editability based on employees’ roles in a given project. 

Ready to see how a document productivity solution could change your professional world? Download a free trial of Nitro PDF Pro, and start transforming the way you work.

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