Grace Information Management Blog

Information digitisation is necessary for a successful business future

As businesses around the world have been pushed to a nearly-paperless system, with most communication being handled via email and text message, digital storage and cloud storing has become essential. While many companies have previously relied on in-house servers to store their continually growing amount of online files, companies are now transferring these files to online data storage.

Government policy states that agencies must report each year on their progress toward digitisation and records management. Even the Australian Government believes that digital information is the most effective and efficient way to retrieve information, as well as a far safer way to store it. This information needs to be handled well. Beyond the government, however, there are many benefits to digitising files for both small and large businesses as well as storing them with a secure facility instead of relying on in-house servers.


1. Information is at your fingertips

Instead of rifling through physical files, with potential pieces missing, the information you are looking for is at your fingertips. No piece of paper can be misfiled in a drawer or left on someone’s desk, but can be organised in a clean manner and accessed immediately by those who need it. No longer would you stress about business meetings, concerned that a single document has been mislaid or potentially lost.

The information is also more widely accessible, not confined to just one office computer. Information could be accessed through laptops, tablets, and even smart phones. If you left for a meeting in a hurry, you do not have to worry about lost or forgotten documents, you can just bring it up with your mobile device. Information can even be uploaded from photocopiers, scanners, or fax servers, making it extremely simple and efficient.

This will also allow employees to work from anywhere they can access the internet. Workers can work while on a business trip, in a meeting, and even access information if needed while on a sick day. Depending on your business, you can also have workers telecommute to your business through digital record access.


2. Working Together While Apart

With the digitisation of information, those who have access can immediately update the files. This means the most current information is instantly available to everyone looking at the same file. There is no delay in information; the risk of having old information is eliminated. Everyone can be up-to-date on every project without the need to physically meet. This form of streamlining will take your business to the next level. You will be able to quickly inform your client of the most current updates as they happen in real-time, increasing your customer’s confidence in you. Being a reliable source of current information is critical to meeting customers’ expectations in the digital age and you do not want to disappoint them.

There is also a digital continuity of information between agencies, the government, and customers. This means that authorised people outside of your company or agency can access the information as needed. This makes not only information more transparent, but more efficient to obtain for those who need it.


3. Security

Storing information on with a digital storage company is actually far more secure than keeping information locally. Data is encrypted both during the transmission and while at rest, ensuring no unauthorised users can access it. Additionally, data centres have climate control, gas fire suppression, fire precaution, as well as physically restricted access. Local storage in an office typically cannot guarantee that form of security and it is also far more secure than using physical and paper documents. Paper can be burned, shredded, and destroyed while wet, not to mention physically lost, either through misfiling or simple misplacement. With secure digital storage, this concern is eliminated, guaranteeing your documents and files are not at risk.

As a company, you are legally responsible for not only your corporate information, but any personal or sensitive information that goes through your fingertips. The information must be handled securely to protect not just your customers and clients, but yourselves and your business.


4. Cost Savings

Hosting a data server locally can be costly. There is equipment, including external hard drives and backup tapes, as well as staffing the appropriate people to handle routine backups. Online storage reduces a lot of the cost that comes with traditional backup methods, as well as providing far more storage space. Businesses usually have to keep an IT staff or consultants on retainer in order to maintain their server and digital data. Servers are also expensive to run and more expensive to maintain. Using digital storage dramatically reduces the costs.

Information digitisation is not only the future of business; it is the present. We are in the digital age of technology right now. Your business needs to stay up with what is current and will make the most of your business opportunities.

Having digital information management systems and digital storage is the direction all successful businesses and government agencies all over the world are headed. As all information moves from the physical into the digital, having secure storage is not just convenient, it is necessary. Investing in digital storage is not just a cost decision; it is a decision that will affect the future of how you conduct business and how successful you are at it.