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5 Things That COVID-19 Taught Us About Document Storage

5 Things That COVID-19 Taught Us About Document Storage

The COVID-19 pandemic transformed the business landscape, with workplaces utilising new technologies to stay connected to colleagues and access work files while away from the office. However, many businesses were unprepared for the pandemic, separated from important paperwork that was stored in physical on-site storage. When the office can be brought online via software such as Zoom and Microsoft Teams, why leave document storage behind?

Here are 5 things the COVID-19 pandemic taught us about online document storage.

1. Digital Storage is Secure

Many businesses were caught off guard by COVID-19’s unexpected arrival. People had difficulty accessing business critical documents that were physically stored in inaccessible workplaces, due to COVID-19 restrictions. It became clear that businesses needed to provide access to documents for all members of their team who worked from home.

The solution was straightforward, and it lay in online document storage solutions, such as DocStore. DocStore eliminates the need for document hard copies. Instead, digital documents can be accessed online from anywhere. This does not result in lowered security. With flexible and secure control measures, you can create restricted and authorised access so that certain people have access to certain documents. This means that your sensitive, business critical documents are protected.

Secure Document Storage

2. Digital Storage is Space Saving

Document Storage Space

This benefit may appear minor to some, but physical paperwork storage in an office can take up a lot of space. Every year, the average worker uses 10,000 sheets of paper. With a large number of employees in the workplace, this amount can grow exponentially, taking up a lot of space in the office. Furthermore, employees working from home may not have the space for such a quantity of paperwork.

Moving documents online frees up a lot of office space, allowing you to repurpose entire rooms that were previously used solely for document storage. Also, the costs of on-site and off-site storage, paper, printing, and scanning are eliminated, allowing you to save money or invest in more important aspects of your business.

3. Digital Storage Saves Time and Improves Productivity

Accessing important documents quickly and effectively is critical in time-sensitive workplace situations. This is a difficult task to accomplish in an office setting where files upon files of paperwork make finding specific documents a time-consuming task. Furthermore, home workers don’t have the ability to access physical documents stored in the office and so time completing potentially important tasks is lost.

Throughout the pandemic, studies revealed that 65% of workers felt more productive at a home office rather than a work office. Online solutions speed up and simplify procedures like virtual meetings, email exchanges, and document retrieval. In DocStore, documents can be quickly retrieved using keyword searches and one-click document retrieval. Even better, you don’t have to spend your saved time uploading documents online. Moving documents online has never been faster, easier, or less stressful, thanks to quick scan capabilities that accelerate document capture, tagging, and storage processing times.

Furthermore, in DocStore, users have the ability to link documents according to particular subjects. For example, orders, invoices, and samples. This makes document retrieval extremely easy and, most importantly, quick! Ultimately, an online document storage system, that speeds up and simplifies scanning and retrieval, frees up workers’ time for more important tasks, resulting in increased productivity.

 

4. Digital Storage is Convenient and Contact Free

With our solution DocStore, users can transmit single, multiple, and third-party documents with the ability to even schedule the electronic transmission of documents. This feature has been particularly pertinent throughout the pandemic with most of the country working from home. The hassle-free transmission of documents online kept business processes flowing quickly and easily, while keeping staff safe from the spread of COVID-19.  Storing documents in an online solution limits the number of people touching a physical copy and thus limits the risk of transmitting the virus. As hygiene becomes a key focus of workplaces moving forward, digital document storage is a great way to remove the risk of transmission and ease staff anxiety surrounding the spread of COVID-19 in the workplace.

5. The Future is Unpredictable

If the pandemic taught us anything, it’s that the future is unpredictable. It is difficult to predict what will occur, when it will occur, and how it will impact your business. According to one study, 73% of all departments will have remote workers by 2028, with 57% of employees wanting to continue working from home.

With many people envisioning a future as home workers, online document storage becomes a necessity rather than a preference. Having a well-integrated document storage system not only saves time, effort, and increases productivity, it secures the future of your business.

Our online document storage solutions, Doc Store, can be fully integrated with our existing software solutions Gold and Generation. Paired with the improved services offered by Gold and Generation, the timeliness and productivity of all your business operations is continually improved with DocStore. Saving you time and effort during busy periods, such as harvest.

If you recognise the benefits of online document storage and would like to speak to us about our solution, DocStore, feel free to get in touch with us at primetics@culturatech.com.