Documents are often challenging to find and manage, which can cause problems for businesses. Hence, this is where document modernization comes into play. Document modernization converts paper-based documents to online, digital, and searchable documents. Significantly, making these documents more accessible helps both businesses and consumers.
If you’re looking for ways to improve your business communication and reduce costs, consider these benefits of document modernization.
1. Digitally-Signed Content
Digital signature tools like jSign and similar applications are used to verify the authenticity of a file and its contents. For example, a digital signature can confirm that a particular person or company created a document. Hence, it’s useful for legal documents and other files that require authentication.
You can also use digitally-signed content for authentication purposes regarding business communications. If you’re sending an email to someone in your organization, you can use digitally-signed content to prove that the email is from you and not from someone else impersonating you.
2. Automated Workflows
One of the key benefits of using a modernized document management system is the ability to automate workflows. Automating processes can increase efficiency, reduce costs, and improve customer satisfaction.
Here are some ways that automation can help your business:
Automated Document Creation
Document creation is often one of the most time-consuming and inefficient processes. Modernizing your document management system allows you to create documents in a fraction of the time it would take to use paper files or spreadsheets.
Automated routing makes it easy for employees to route documents through their departments without worrying about forgetting something important or missing an essential step in the process.
Approvals are another common pain point in most organizations that rely on paper files or spreadsheets for record keeping. With automatic approvals, users can approve documents directly from within their inboxes without having to track down someone.
3. Lower Expenses
Document modernization can save you money in a variety of ways. The first and most obvious way is by reducing the amount of paper you use. If your business uses paper, you know that the cost involves buying, storing, and managing all that paper.
Another way that document modernization can save you money is through reduced maintenance costs. If you still use fax machines, you probably have to pay for phone lines and repairs. Fax replacement services are much cheaper than fax machines. Plus, they don’t require any maintenance beyond paying for the service itself.
The third way document modernization can save your company money is by increasing efficiency. When documents are stored digitally rather than on paper, they’re easier to find when someone needs them—which means employees spend less time looking for misplaced paperwork.
4. Reduced Errors And Delays
Many companies benefit from reduced errors due to document modernization. When employees use paper documents, there’s always the possibility that they’ll make mistakes while recording information or typing up new forms each time they need them.
With digital records, human errors will be reduced if not eliminated because everything is stored in one place. Also, they can be accessed easily by any team member who needs them at any time. Digital records make it easier for companies to keep track of paperwork and ensure that all records are up to date.
Document management systems also help companies reduce their carbon footprint by decreasing the amount of paper they use yearly. It’s crucial for companies that are concerned about the environment. By reducing their carbon footprint, businesses can help protect the planet and ensure that future generations have a healthy environment to live in.
5. Better Customer Relationships
Of all the benefits of document modernization, the most important is how it can improve customer relationships. With digitization, you can instantly access any document in your archives at any time—even while on the phone with a customer!
Instead of digging through files or going through multiple steps to get what you need, you can search by keyword and retrieve the information immediately. You’ll also achieve better customer relationships through improved communications.
With document modernization, all your information is at your fingertips. There’s no need for a lengthy search or waiting for a response because you can easily send an email or a text message. As a result, customers will get a response in seconds rather than days or weeks. Hence, document modernization offers more efficient use of time through reduced paperwork.
There are many benefits to digitizing your business. You can save time, money, and resources by reducing the paperwork you have to deal with. Also, you can communicate more effectively with clients and employees through better communication tools and increased data accessibility.