Reasons Small Businesses Need to Digitize Documents

Technology has changed the way we live and work. We now live in a digital world where we can connect with anyone, anywhere, at any time. The way we do business has also changed. We can now conduct business on a global scale. 

As a small business, you may think that you do not need to digitize your documents. You are not a giant corporation with global operations. However, that is not the case. There are many reasons why small businesses need to digitize their documents. 

Keep reading to learn more about the reasons small businesses need to digitize their documents.

1 Save space:

Paper documents can easily require storage space equivalent to a bunch of rooms. Even for a tiny business, the amount of paperwork you must maintain can quickly fill up several filing cabinets. Many large firms need to store files off-site and have entire rooms full of documents.

Per Gigabyte (GB) of storage space, you can digitize paper records and store thousands of pages. Depending on the file type, the number of pages per GB varies significantly. For instance, you may store 15,477 scanned image files on average per GB. You can fit around 165,791 pages of Microsoft Excel files in a GB. In either case, digitizing your papers will result in significant physical storage space savings.

2 Store Files Securely:

Having an off-site backup of each file is the only method to ensure that your crucial records are not lost in a fire or other tragedy while using paper documents. This requires twice as much storage space and is not realistic for the majority of organizations. However, with digital files, you may back up information on hard drives and preserve records in safe cloud storage for a fraction of the space and time required to replicate paper records.

Your secure information is safeguarded with document management software from the NextProcess. When your hard copies come to our safe place, they are all scanned and saved in a database that you may access at any time. We directly upload all your digitally preserved papers to your password-protected digital repository. What occurs to paper files after that is up to you. The paper versions may either be destroyed by us or stored long-term in a secure facility off-site.

3 Save Money:

Costs are immediately reduced overall with document digitization. By digitizing, you can significantly reduce or even do away with costs for paper storage, copying, mail, and courier services. You can quit paying without storing paper files. Your staff members can stop wasting time on tedious file searches.

The fact that we just charge one fee for your entire firm, regardless of how many people you grant access to the document’s portal, is another benefit of the NextProcess software. For no additional charge, you may personalize the portal for each user and add new members whenever you choose.

4 Boost Time Efficiency:

Files can easily be searched due to digitization. You can quickly find what you need with a few keystrokes rather than wasting time looking for paper files or paying to have them sent from off-site storage. The document management system from NextProcess has full-text search capabilities to help you locate the desired file quickly. At the press of a button, you may also get metadata analysis and reporting.

5 Improve Accessibility:

Digital files are accessible from anyone, but only to the individuals you specify require passwords. These methods keep your documents safe while also making them easy to access. This is one of the main benefits of document digitalization, in addition to the cost and money savings. Since employees may need to or choose to work at home in the post-pandemic environment, remote accessibility for business papers is even more crucial.

Anytime, anyplace, and from any internet-capable device, authorized users can use the online document management system. You have immediate access to every digital document, and you may give as many staff as you like permission to view it. Employees can work remotely as needed due to our system.


Technology has changed a lot in the past few years. It has revolutionized the way we live and work. Today, we live in a digital world where we can connect with anyone, anywhere, at any time. Similarly, the way we do business has also changed. We now can conduct business on a global scale. As a small business, you may think that you do not need to digitize your documents.

Moatsim Nasir

A multifaceted professional with expertise in various domains of the business world. A skilled business writer adept at crafting compelling and informative content to educate and engage readers. Writing focuses on various business-related topics, including entrepreneurship, marketing, finance, and management. As a digital marketing expert, having a deep understanding of digital marketing techniques and tools to help businesses grow their online presence and reach new audiences.

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