More and more companies are switching to digital storage of documents. This has benefits such as wasting less paper, saving the environment, saving space and easy access to documents from any workplace. What about a digital file? When is it wise to buy a filing cabinet and when should you opt for a digital file? Read more about it here!
The traditional filing cabinet
Digital is not always the best choice, especially for documents that need to be legally valid. You can store paper documents in different ways, such as binders, hanging folders and binder boxes. This depends on how often you need them. Hanging files are often found in file cabinets, while filing cabinets or racks are used for binders and binder boxes. It is smart to first take a good look at how information and documents flow within your company before choosing between paper, digital or a combination of archiving methods.
Digital: safety first
One of the reasons for (partially) switching to digital archiving is security. Physical filing cabinets can be vulnerable to fire, water damage and unauthorized access. Digital archiving using Document Management Systems (DMS) therefore offers much more security, especially when a cloud solution is used. In the cloud, data is stored in multiple places. This means you will not lose any documents due to fire or water damage. In addition, high security such as two-factor authentication makes it almost impossible for unauthorized persons to access sensitive information.
The benefits of digital archiving
A major advantage of digital archiving is that you can find and manage information quickly and easily. Tracking down specific documents in a physical filing cabinet can be a hassle, but with digital filing you can find them in an instant. Storing documents and emails also becomes very simple, and sharing information and collaboration becomes effortless. This is especially useful in offices or workshops where there is a lot of collaboration and information sharing. You can easily share documents with colleagues who have permission, and with access rights you can ensure that only the right people can view certain documents. This is useful in companies where documents are reviewed by several people and where decisions have to be made. Conclusion? You certainly still need filing cabinets for certain documents that need to be within reach and that must be physical for legal reasons, but combine this with digital archiving to reap the benefits of that too!