What Are the Benefits of Document Conversion Services?

October 16th, 2023 by admin

Mulitple stacks of papers held together with paper clips

Gone are those days when offices used to have a room dedicated to files. Shelves and cabinets piled with papers and documents were the norm. In today's digital world, paper holds less importance. For businesses to streamline workflow, it's essential to save data in the Cloud.

While new businesses are adopting this habit readily, what about those operating for decades and leaving behind a paper trail that can get into the wrong hands? Going paperless has become the norm thanks to technological advances and sustainability.

If you think about it, handling paper documents is cumbersome. Searching for a specific document manually seems so taxing when you could have easily accessed it if it was stored on a computer. This is why t is time to digitize your documents with a little help from Document Conversion Services.

What Are Document Conversion Services?

DCS, short for Document Conversion Service, is a service that allows businesses to convert their documents from paper to digital in any format. It helps streamline document management and improves accessibility. The converted documents are compatible with various systems and devices.

One of the main attractions of DCS is text extraction. DCS providers use Optical Charter Recognition (OCR) technology to extract text from scanned documents.

Benefits of Document Conversion Services

  • Free Up Space

    The most obvious reason to opt for DCS is that it helps you free up physical space. By digitizing paper documents and archives, you can eliminate the need for bulky files and reduce their costs, such as maintenance and rent.

  • Compliance and Security

    For some businesses, compliance with document privacy and retention regulations is non-negotiable. Paper documents are vulnerable to various things, such as corporate espionage, theft, and natural disasters. Your clients trust you to protect their personal information; your brand's image depends on this.

    DCS does not just digitize documents. It encrypts, audits, and protects information with a password to reduce data breaches.

  • Searchability

    As mentioned earlier, with the help of OCR technology, text is made editable and searchable. This means you can search for specific keywords within large documents quickly. It's like having a virtual assistant to find the necessary information within seconds. This helps improve record keeping.

  • Easily Share Documents

    Certain paper documents are preserved for originality. This is why giving them to someone is always a risk. However, when it's important to share them, you can take advantage of DCS. This helps improve workflow and allows employees to work as a team.

  • Time Efficiency

    Time is money, and DCS saves you plenty of it. Converting documents from physical to digital format or from one digital format to another is time-consuming when done manually. DCS automates this process, allowing you to focus on more important tasks.

  • Improve Customer Service

    Imagine an old client calling you to inquire about a project you once did for them. They want to hire you again for something similar. With no digital proof, you rack your brain to recall the project. You ask them for some time, stating you need to check the details and will get back to them. Not only is this a bit unprofessional, but even the smallest delay can make them change their mind with the thought that you are taking too much time.

    DCS offers enhanced accessibility, which allows employees to access important information, such as invoices, product catalogs, and support documentation, without the need to visit physical locations or wait for documents to be mailed. This convenience significantly improves the overall customer experience.

  • Scalability

    As your business grows, so will the information you acquire and the people you hire. Your historical records are not only proof of your business's success but also a way to pitch yourself to potential clients and train employees.

  • Disaster Recovery

    Some DCS providers also offer archiving, which helps you maintain sensitive information. Since digital documents can be easily backed up and stored in the Cloud, they ensure your critical data is safe and accessible from anywhere, even during disasters.

    DCS is like a magic wand, which, when waved on your business, makes the company highly secure. The software's ability to convert documents while preserving their content and formatting makes it an indispensable tool in today's digital world.

At Van Ausdall & Farrar, we offer simplified technological solutions. Our Document Conversion Services offers businesses a secure way to digitize documents and ensures complete document destruction within their headquarters. For more information, contact us today.

Posted in: Managed IT Solutions