Why Digital Document Storage Is A Business Best Practise

The way a company stores its business data is a critical component to its success. This configuration determines how easily accessible and secure your key business data is, how efficiently departments share data across a company, and how your company shares information with customers. Transferring, photocopying, emailing, and distributing physical documents between departments or to customers can be difficult and clumsy, leaving you vulnerable to error.

Contracts, lab reports, business analytics, order information, and all other data used in day-to-day operations must be easily accessible and secure to ensure smooth running operations and a positive customer experience. When you’re sifting through piles of existing paperwork that could potentially be outdated and irrelevant, accessing the documents you need can be time consuming, frustrating, and potentially damaging to customer relationships.

The amount of paperwork you generate grows with your business. Storing all this data physically will quickly take up a lot of space, increasing your storage costs, increasing your spending on stationary, and making it increasingly difficult to find the files you require. Not to mention that paper files are easily damaged, and you risk losing vital information if an event such as a flood or fire occurs.

The Benefits of Digital Document Storage

Digital document storage can help to solve these problems. While this is simple to say, implementing such a system can be daunting for a business. We understand. However, such systems offer so many advantages that it is definitely worth the seemingly scary leap. DocStore is an established digital document storage solution. It is currently used by many agribusiness companies across the UK and has helped them to streamline how they store and access their documents.

In today’s technological age, going digital is a best practise for every business, especially following the COVID-19 pandemic which transformed the way we interacted with documents. The transition to digital does not have to be radical either. For example, you may wish to keep paper copies of certain documents, but the digital storage system serves as insurance in the event that those paper copies are damaged or lost. Thanks to full integration with our Gold Agribusiness Management and Generation Seed Management solutions, documents generated by your Primetics systems are automatically stored at the time of generation, eliminating the need to scan or import the documents you generate.

When it comes to business data, security must also be a top priority. Accidentally leaving documents lying around the office could expose potentially sensitive information to the wrong people. DocStore offers flexible and secure control measures that enable you to limit access to specific individuals. These restrictions can be tailored to specific documents, ensuring that only the right people see the right documents.

For us, it’s a no brainer. Digital document storage is a worthwhile investment, saving you space, time, and money. As your company expands, so will the demand for and cost of the space used for storage. Digital documents are also far more convenient. DocStore users can quickly and easily access the documents they need with tag data and search& retrieval, rather than wasting 15 minutes of their day elbow deep in the office filing cabinets, searching for just one document.

Still not convinced about whether or not to implement a digital document storage solution? Consider the following questions:

• Is it quick, easy, and simple to access paper versions of my key business documents?
• Could I recover important documents if they were destroyed in an event such as a fire or flood?
• Is my company’s storage space adequate for the ever-increasing amount of paperwork, and will I need to pay more in the future to expand it?
• Is the time, effort, space, and stationery required for physical document storage cost and time effective?

If you answered no to any of those questions, it may be time to think about switching to digital document storage. You can find out even more by downloading the DocStore brochure below!

You can also contact us! We’d be delighted to talk to you about our product, DocStore, and walk you through how it could benefit you and your company.