A lot of businesses have been discussing document digitization and using digital documents for decades, yet paper and physical documents seem prominent in offices. Given the fact that more and more businesses are transitioning to a paperless environment, some companies prefer to utilize paper for various reasons. This marks the first step toward digital transformation. 

We need not mention the fact that there are a lot of benefits of digital transformation. It is not a question of if or why going digital makes any sense, but rather how and when to make the transition. The COVID-19 pandemic has forced organizations with heavily paper-based operations in order to quickly learn the true power of digital transformation. 

This was the time when under intense pressure, they struggled to digitize the critical content and processes needed in order to operate in the remote working environment that was forced by the worldwide health crisis. If you are in search of the best document scanning services, then you must get in touch with Dox and Box, as they are the leading providers of document scanning, management, and digitizing solutions. 

Document digitization is the process of facilitating the transformation of paper documents into their digital counterparts with the help of various tools and techniques that computer systems might utilize in order to automate processes or workflows. 

Document digitization is a process that allows people to locate information while sitting behind their workstations. This is a process that helps in the improvisation of the efficiency of the operations of your organization while ensuring that all the processes are running smoothly. 

This goes without saying that the documents are digitized by experts at leading document management companies such as Mobeelity IDMS now under WHiZ.  Documents that are available in the form of their digital counterparts are comparatively easy to store, maintain, retrieve, and process. They are capable of reducing the overall costs, time, and effort that are required in order to manage physical records. 

Digitizing paper documents is a process of facilitating the creation of a digital version of the documents, which can be done by scanning the document and facilitating its conversion into a PDF. Other methods could be by using a in order to create an electronic version of the document utilizing OCR software or intelligent document processing systems.   For the best document scanning service in Gurgaon, you must get in touch with Dox and Box. They are backed by experts who have years of experience in the field of document management and digitization and are helping organizations make the best use of their documents. 

Increased Productivity: When all the documents in your organization are digitized, they can be stored in a central repository. In addition to this, it allows the documents to be easily accessed by anyone in the organization who has permission. This particularly saves a lot of time when people require to find the particular information. 

To get your hands on the best document digitization services, you must get in touch with Dox and Box. 

Boosted Security : One of the major benefits of document digitization is the opportunity to bring improvements to the document security, therefore, safeguarding sensitive information and enhancing brand confidence. Paper documents are vulnerable to falling in the wrong hands, which increases the risk of a data breach in the organization.  Security permissions for each employee in the organization can be specified utilizing digital documents and effective implementation. 

This will help significantly in keeping unauthorized people from gaining access to your digital data. Automation of Business Processes: The capability to automate operations is certainly one of the most essential document digitization advantages. The process of digitization of documents is surely the first step in becoming a more digital enterprise. After that, the internal work procedures are often automated. 

What adds more to the value of document digitization, is the fact that digitizing organizational paper documents can assist in speeding up the processes such as sign-offs and approvals, as well as make it convenient in order to track progress.  If you are searching for the top document management system, then you must contact Dox and Box to get your hands on the leading document management services and solutions. 

Environmental Friendly: The production of papers lead to the cutting down of a lot of trees, which is certainly a warning sign for our environment. This goes without saying that the reliance on paper documents of organizations will benefit the long-term viability of the environment. 

Recovery of Data: Digital information is often followed by backup schedules that allow for the recovery of documents in the situation of an emergency. This simply refers to restoring documents from earlier backups, which will bring you back to work without any hassle. 

Documents that need archival and preservation.

1. Medical Records: Due to strict HIPAA regulations, medical information must be kept confidential. Violations can lead to hefty fines or even the loss of a medical license. Digitally archiving medical records decreases the likeliness they’ll wind up in the wrong hands.
2. Client Lists: In some businesses, client lists may be very carefully guarded. Of course, competitors would find the list useful, but it may also violate your client’s privacy, even if it’s not legally protected information. Getting the client list out of the office and into the cloud is an easy way to protect it.
3. Tax Records: Tax paperwork contains important personal data, like social security numbers of employees. Identity thieves would love to get their hands on your employees’ information! Reduce the likeliness of that happening by moving this information to digital. It also makes it easy to share if you change accountants.
4. Contracts: It can be very convenient to have contracts easily searchable with a computer. They also often contain confidential information. It’s best to shred the original and archive them instead.
5. Receipts: Whether at home or in the office, scanning your receipts can keep you organized. It will be easy to find proof-of-purchase for tax or warranty purposes. And because they’re often not normal-sized pieces of paper, they can be especially tricky to keep track of if you try to file the paper versions.
6. Bills & Invoices: After you capture bills and invoices for accounting, you’ll still want to hang on to them for a while. Moving them to digital archives can make it easier to organize them and make them searchable later.
7. Canceled Checks: Thieves have long used canceled checks fraudulently to access money in a checking account. Canceled checks can also be odd-shaped, making them difficult to file in standard folders. Solve both problems by digitally archiving your canceled checks instead!
8. Personnel Files: Employers tend to gather a lot of personal information about employees: social security numbers, birthdates, and addresses, for example. This detailed information makes the employee files a goldmine for identity thieves. Protect your employees by archiving and shredding these documents — while also freeing up space in your files.
9. User Guides: If your business has any user guides for frequently-used machines or appliances, it can be convenient to move them to the cloud. Digital archiving your user guides ensures they don’t get misplaced and makes them easily shareable with new employees as needed. (This is also an excellent tip for at-home user guides!)