What is a Digital Filing System?
A digital filing system, also known as an electronic filing system or a digital document management system, is a method for effectively and efficiently creating, storing, organizing, and sharing digital files and documents provided by managed print services providers like MPS Atlanta and MPS Georgia.
Its main function is to transform your conventional file systems—like the filing cabinets and stacks of folders that clutter your office—into a digital format that makes document retrieval and storage considerably simpler.
The electronic file management system, often known as a paperless filing system, enables you to transform paper documents into digital ones.
For instance, you may construct a simple electronic file system by scanning and putting your schoolwork in a folder on your computer desktop.
An electronic document filing system makes use of a hard drive or cloud storage to store and arrange different kinds of corporate documents for simple access.
It might be a piece of desktop software, a web application, or a straightforward file and folder structure.
But how might a digital file management system benefit your company? Let’s see.
Benefits of Using an Electronic Filing System
Knowing the advantages of using a solution that makes it easier for your company to handle its papers is the first step in choosing the best digital document management system.
#1 Less Physical Storage
According to one study, physical document storage takes up around 15% of the space used for offices, and the average cost of a square foot of office space in the US is $285.
That implies that you’ll need to set aside a sizable sum of money for just document storage.
Using a digital filing system for the workplace helps free up physical space so that you can utilize it for other things by getting rid of the need for pricey file cabinets, storage boxes, bins, and bigger workstations.
#2 File Retrieval is Simpler
The retrieval of documents is made easier by the MPS Atlanta electronic file management system’s use of indexing, metadata, and tagging. You may quickly find the needed document with a simple keyword search.
#3 Higher Productivity
When files are exchanged by email or physical copies, productivity may suffer. Additionally, requiring numerous people to update the same document might significantly reduce productivity.
Your team will save a lot of time with an electronic file system since documents can be retrieved more quickly and effectively. Real-time editing allows for increased team efficiency.
#4 Cost Cutting
When utilized as the main method of information distribution, papers are expensive for a firm.
The operational costs of running a firm rise along with the skyrocketing price of paper.
Eliminating the use of paper is one of the best methods to keep these expenses down.
An electronic file management system reduces overhead expenses by 30% to 40% by doing away with the requirement for paper, which promotes profitability and growth.
In Conclusion
A digital document management system may be used on a variety of platforms, including local desktops, web browsers, and mobile devices.
Utilizing a secure internet connection, you may access your files and papers from anywhere at any time using a cross-platform, on-premise paperless filing system that serves as a central database by MSA Business Technology.
In addition to the advantages already discussed, a digital filing system makes your workplace environmentally friendly by lowering the need for paper.
You reduce the amount of paper used, which reduces the number of trees that are cut down, benefiting the environment.
Every year, MPS Georgia partners and users save more than 3 trillion trees, so future generations can work in a green office.