Physical document storage comes with inherent limitations. Businesses are coming to terms with this more and more in recent years, especially in comparison to digital alternatives. As a result, many organisations are moving away from physical document storage in favour of digital document management systems, a decision that has, for many companies, streamlined processes and significantly cut costs. Read on to understand why making this shift can be so beneficial for corporate organisations.
Disadvantages of Physical Document Storage
Space Limitations
Particularly for companies where paper is used heavily, physical document storage can be costly to protect and store. Having the physical space to store large amounts of paperwork can be expensive as part of a company’s rent or mortgage payment.
Susceptibility to Damage and Loss
Paper is inherently delicate. It can easily become vulnerable to damage from fire, water, and pests, and is susceptible to being misplaced, lost, or stole. Measures to protect documents, such as through waterproofing and surveillance, will also carry associated costs.
Poor Accessibility
Naturally, physical documents can only be in one place at any given time. This means employees must physically retrieve the documents to use them, making working from home a challenge. It also means they can only be used by one person at a time, which can be inconvenient for teams working on the same project.
Advantages of Document Management Systems
Easy Accessibility
With a document management system, digital documents can be located and used at the click of a button and can be accessed by multiple people at once. In a digital format, documents can be duplicated, shared, and edited in seconds, facilitating remote or hybrid working patterns and significantly streamlining companies’ usual procedures.
Environmental Benefits
Storing documents digitally significantly reduces paper usage within companies. This makes a significant contribution to environmental conservation efforts and can help companies to better align with their corporate social responsibility (CSR) goals.
Better Use of Space
Physical document storage frees up space considerably and can save businesses thousands. The space a company saves on physical document storage can be put towards making more room for staff, improving office facilities, or even downsizing. This also negates the need for protective measures to avoid physical documents getting damaged or lost.
