Why Digitize Documents?
The amount of documentation you have to keep on hand to maintain a good record keeping system can be daunting. For larger businesses, record keeping often involves off-site storage facilities dedicated to managing documents. For smaller businesses, paper records can quickly overwhelm small offices. In contrast, switching from paper to a digital document system immediately saves both money and storage space.
Paper documents can easily take up several rooms worth of storage space. For digitized files, though, you can store many thousands of pages per Gigabyte of storage space. The number of pages per GB varies widely depending on file type – image files average 15,477 pages per GB while Microsoft Excel files average 165,791 pages per GB. Either way, you’ll be saving a huge amount of physical storage space by digitizing your documents.
With paper documents, the only way to make sure your important records aren’t destroyed in something like a fire is to have an off-site back-up of every file. This doubles the amount of storage room needed and isn’t practical for most businesses. With digital files, though, you can keep records in secure cloud storage and backup files on hard drives for a fraction of the space and time needed to copy paper records.
With NextProcess’ document management software, your secure information is protected. All of your hard copy documents that arrive at our secure facility are scanned and then either destroyed on-site or sent for permanent storage in a secure off-site location. We store the digital files directly in your password-protected electronic archive.
Digitizing your document storage immediately reduces costs across the board. Drastically cut back, or eliminate entirely, costs related to paper storage, copying, and mail and courier services. No more paying for off-site storage and no more employees spending their work-time in lengthy file-searches.
Another perk of NextProcess software is that we don’t charge additional fees for user licenses – it’s just one fee for your whole business no matter how many people you give access to the documents portal.
Digitizing files makes them simple to search. Instead of wasting time hunting down paper files or spending the money to have them transported from off-site storage, you can find exactly what you need with a few keystrokes. NextProcess’ document management software offers full-text search functionality so you can find the right image fast, and access metadata analysis and reporting at the touch of a button.
To save even more time, NextProcess’ Business Process Outsourcing features high-volume mailroom scanning that ensures same day turnaround. Once your document management software is set up the system will automatically handle electronic image submissions, such as email and EDI, and we can continue processing your hard-copy files for you.
Digital documents and can be accessed anywhere, but only by the people who you decide need passwords. Your records are kept secure and highly accessible at the same time. Approved users can access the online document management system anytime, anywhere and from any device with internet access. Every digital file is right there at your fingertips and you can grant access to as many employees as you like.