A recently averted tragedy at the NY Times offers a perfect example of the importance of digitizing critical documents. A burst pipe in the sub-basement almost destroyed decades of historic Pulitzer Prize winning photography stored there. If not for the quick action of a news assistant, the entire catalog would have been lost.

This is an extreme example of the importance of digitization. But you don’t need a roomful of legacy documents for it to matter. Most businesses have filing cabinets full of paper records. Even if you’ve migrated to digital, it’s likely your legacy records are still on paper.

The reason to digitize your records is simple. Paper documents can put your business at risk, cost you money and slow you down!

Paper is Fragile

There are any number of disasters that have the potential to wipe out your vital records. Fire, theft, misfiling or flooding are just a few that could leave your paper records unsalvageable.

As compliance rules change, old records can be critical. Even if your industry isn’t heavily regulated your old files might be crucial if you’re subject to a tax audit, or you need to defend yourself against litigation.  Maintaining your records is your responsibility.

The Case for Digital

Today, technology has made digitizing records easy and painless. There are companies that can affordably do the job for you If you lack the resources or staff to do it yourself.

Digitizing records will not only protect against disaster. It can speed up processes and provide easy access to vital information. Workers can easily share digital records and if you use data analytics for research, having legacy information in a digital format can allow you to analyze over a longer timeframe. Modern scanners can easily and seamlessly integrate with cloud storage and most document management systems.

Digitizing records reduces risk, increases efficiency, reduces paper use, eliminates storage costs and frees up office space for other uses all while offering immediate and positive effects on your company’s bottom line!  For information on how you can reduce your reliance on paper records, contact us today!