Why the smart new generation thinks, works and lives digitally. (And why the rest of us should follow suit)
As we enter the age of the millennials, workplaces
all around are reflecting the way this new generation loves to work – quietly, effortlessly,
fast. The global shift towards digitization can perhaps be best understood in
this context. Digitalization of documents is a subset of this phenomenon.
Here’s a closer look at how going digital with your documents makes your
workplace next-generation-ready.
Digital documents – almost by definition - are all
about speed. With their instant access and easy track-ability, digital documents,
they are always a click away, cutting down on the hours of ‘searching from
pillar to post’ that’s a familiar characteristic of the paper-era. By saving
time big-time, and by lending
themselves to quicker decision-making at all levels of the hierarchy, digitalization
of documents are, quite literally, adding momentum to the transformation we are
witnessing at work, everyday. But that, as it turns out, is just the appetizer.
Digital docs also carry with them the benefit of
Access Control. Just choose the right options and preferences, and Voila!
You’ve made sure your content cannot be viewed or accessed by anyone other than
those you have earmarked for the purpose. Compare that to the near impossible
task of ‘shielding’ your paper documents from ‘unwanted attention’, and you get
an inkling of the efficient new generation’s fascination for digital.
Security rates amongst the most important
parameters when it comes to documentation. And this is an area where digital
takes the cake, hands down. For one thing, there are multiple ways of ‘securing’
them: Passwords, encryptions, bio-metrics and so on. Add the fact that digital
docs can be duplicated easily (for back-up storage), are virtually fire,
tampering and pilferage proof (certainly when compared to their paper
counterpart) and are hands-free (which makes them ‘human-error-free’), and you
can’t help nod in quiet affirmation.
Along with speed and safety comes the great
advantage of compliance. When you go digital, your documents are automatically
made compliant with the help of features designed precisely for the purpose. What’s
more, when the compliance requirements change, your documents are automatically
‘upgraded’ or ‘matched-up’, thanks to smart technology.
Convenience takes a big leap forward when it comes
to the matter of ‘legacy documents’ too, which, for most companies, are still in
physical (read paper) format. How do you access them? The answer is simple :
Centralized Digital View, which makes your paper and digital document both
accessible at one place with a single tool. In a not un-similar fashion, it’s
easy to knit together different documents residing in multiple systems in a
consolidated, central file management system, when you go digital. A neat (and
effortless) way to create ‘order’ in the middle of ‘chaos’? You bet.
Still wondering if it’s worth going digital? Consider
the huge favour you will be doing to the countless trees that are felled every
year to make paper, and you’ll probably have your answer: Digital isn’t just for millennials, after all.
It’s
for all of us who believe in a smarter workplace, and a better world.
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