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5 Things to know about digital archiving

For businesses to embark on their digital transformation journey, they first have to make paper-based information ready to be accessed, analyzed, and quickly utilized, which means digitizing massive amounts of records. Here are some of the advantages that digital archiving provides to companies that embark on digital transformation.

The only permanent thing in the world is change, and the companies see that the traditional practices of business operations are coming to an end. To continue their businesses and create a faster and more efficient way to conduct document workflow, transactions, and other processes, they have taken the significant step of digital transformation. 

However, for businesses to embark on their digital transformation journey, they first have to make paper-based information ready to be accessed, analyzed, and quickly utilized, which means digitizing massive amounts of records. Here are some of the advantages that digital archiving provides to companies that embark on digital transformation:  

Safely Stored Data 

Paper documents are always prone to damage that even a simple crumple can tear it apart, and it can also be lost or misplaced. Recovering damaged data can cost businesses large amounts of time and money, or they may need to make a whole new document since paper documents can be gone for good. Still, digitizing records solves this problem since it is safely stored in online archives where multiple copies can be made for backup and easy access of employees.  

Improved Productivity and Efficiency 

Looking for documents through numerous filing cabinets and other papers kills employees’ crucial time when they could have spent it on other priorities. Some business processes require original files rather than copies because of legal reasons. However, if the file is stored digitally, employees no longer need to waste time searching for it or settling on copies. 

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Employees will only take seconds to find files if stored digitally, making them more efficient in finishing tasks and being free from the stress and discomfort of rummaging through piles of documents. In addition, they can now share important information between departments with ease. 

Eco-Friendly and Saves Space 

Another reason why storing vital data digitally, other than safety, is because the old way of storing data requires many resources such as papers, folders, filing cabinets, rooms, and other stationery materials. An archive room alone costs a huge amount of operational expenses, and the large amount of papers used in the process is not environmentally friendly. 

Switching to Digital Archives no longer requires large rooms and unlimited amounts of paper to keep records and vital documents stored. Employees will only need their office computers or laptops and immediately have the information they need to fall in front of them. 

Secured Records and Safe from Unauthorized Use 

Confidential data needs constant monitoring to ensure that it is where it needs to be. Personnel tend to misplace or lose paper documents permanently, endangering the personal information of the patient or the integrity of the medical facility. Digitizing documents and archiving it online can help personnel closely monitor the location of these files and ensure backup files for emergencies. 

Immense Flexibility 

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Since files are stored online, it lets employees access the documents almost anywhere as long they have the gadgets and the authorization to retrieve it. For instance, hospital staffers can immediately have the patient profile they need without prolonging their waiting time. Business executives can access financial reports in their homes and instantly know the status of their companies. 

Digital Archiving leads businesses to begin their digital transformation by converting crucial records into digitized documents, which is the cornerstone of every enterprise. For companies to start creating their digital archives, it must first find the perfect tool to digitize physical documents. 

Fujitsu’s state-of-the-art document scanning solutions create a paperless organization to accelerate digital transformation efforts. From mobile-scanning and one-touch document imaging to production-level leading-edge imaging technologies, Fujitsu’s scanners are built to fit organizations’ unique needs. 

Each Fujitsu Document Scanner is equipped with advanced functions. Fujitsu ScanSnap, for instance, sorts all of your information, whether at the office or home in anyway you desire with just one touch. It enables you to find documents you need to build relationships through business cards, manage expenses with receipts, and share photos with your friends and family. 

Fujitsu fi Series is another state-of-the-art scanner series that provides superior image quality deliver speed, and great paper handling, along with easy integration and compatibility with document imaging applications. It also has multiple models suitable for different needs like workgroup, departmental, production, or network scanner categories. 

Meanwhile, the SP Series are cost-effective scanners that provides high-quality productivity and efficiency in scanning. It also has a compact design that makes it perfect for places with limited spaces like desks and reception areas while still delivering high-quality performance. It has an easy-to-use imaging functions that allow users to work faster and more efficiently 

With 45 years of local presence and expertise, Fujitsu continues to innovate its products with continuous research and development to meet the market’s changing demands. Their ever-changing products continue to prove reliable and durable with powerful bundled applications and strong feeding capabilities to handle various types of documents. 

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Fujitsu Philippines has made Japanese IT design and technology available through its server, storage, and scanning hardware and solutions. The company also offers cloud technology that provides relevant and cost-effective IT solutions to all organizations of various sizes and needs. 

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