How Secure Document Digitization Can Help You Downsize Office Space Efficiently

The traditional workplace has forever been changed. While we have seen companies calling employees back to the office, it isn’t for five days a week anymore. As companies realize hybrid work isn’t just a passing trend and real estate costs continue to rise, they are attempting to make strategic decisions about office space that balance optimized operations with reduced costs. Decisions about whether to downsize office space are top of mind as it can lead to significant cost savings on rent, utilities, and maintenance.

It’s reported that a considerable 80% of offices have downsized since the pandemic. However, the process of downsizing can be daunting, especially when it comes to managing physical documents. This is where secure document digitization comes into play.

“We are working with a lot of clients recently who need to change something about their office space – whether that’s downsizing, remodeling, or moving,” stated Trey Vavra, EO Johnson Digital Solutions Account Executive.

Before making any changes to your physical workspace, it's crucial to consider how you will manage your documents to make the best use of space, provide security, and improve accessibility.

The challenges of paper document management

Physical documents take up valuable space and can create organizational challenges. File cabinets and boxes of paperwork lead to cluttered workspaces and make it difficult for employees to find the information they need quickly. Additionally, managing physical files poses security risks, and sensitive information may be vulnerable to theft or loss if not stored properly.

Companies reducing office space must address these challenges head-on. This is where secure document digitization becomes a game-changer.

What is secure document digitization?

Secure document digitization involves scanning physical documents into digital formats, storing them securely in cloud-based or on-premises systems, and managing them electronically. This process not only reduces the need for physical storage but also enhances document security, improves accessibility, and supports a more agile and flexible work environment.

By adopting secure document digitization practices, organizations can streamline their operations while also enhancing information security—a win-win situation for companies reducing office space.

Benefits of digitizing documents when you downsize office space

“File cabinets are not secure, take up a lot of room, and are an eye sore. If you are remodeling or downsizing, you don’t want them back in your new space,” stated Vavra. “The biggest benefits we hear from clients are that digital documents don’t take up space, they can be accessed quicker, and they are more secure.”

Let’s take a closer look at the benefits mentioned along with a few others.

1. Maximized space efficiency

One of the most tangible benefits of digitizing documents is the significant reduction in physical storage needs. Traditional office environments are often burdened with filing cabinets, storage rooms, and basements dedicated to housing paper documents. By converting paper files into digital formats, businesses can free up valuable square footage that was previously dedicated to filing cabinets and storage rooms. This reduction in physical storage translates directly into more available office space, allowing you to either downsize your office footprint or repurpose the space for more productive uses.

2. Improved accessibility

Digital documents are easier to access than their physical counterparts. With secure document management systems in place, employees can retrieve files from anywhere at any time which supports the migration to hybrid work environments. This level of accessibility also enhances overall productivity as teams no longer need to locate and sift through paper files.

3. Enhanced security measures

When companies downsize office space and eliminate physical files, they also mitigate risks associated with data breaches or loss due to theft or damage in traditional filing systems. Secure document digitization employs encryption methods and access controls that protect sensitive information from unauthorized users while ensuring compliance with industry regulations such as GDPR or HIPAA. Detailed logs can be maintained to track who accessed or modified documents and when. This level of security is difficult to achieve with physical documents, where information access can go unnoticed and untracked.

4. Streamlined workflow processes

Digitized documents facilitate smoother workflow processes by allowing multiple team members to collaborate on projects simultaneously without needing physical copies. Instead of spending time searching through filing cabinets or waiting for documents to be retrieved from storage, employees can quickly and easily locate the files they need with just a few clicks. This streamlined process reduces delays, enhances productivity, and allows your team to focus on higher-value tasks. Teams work more efficiently, leading to less bottlenecks and faster decision-making processes.

5. Cost savings over time

Reduced physical storage means less money spent on real estate, storage solutions, and related expenses such as utilities and maintenance. Additionally, digitization reduces the costs associated with printing, paper, and document handling. Cost savings can be reinvested into other areas of your business, such as technology upgrades, employee training, or strategic initiatives.

While there may be initial costs associated with implementing secure document digitization solutions, these expenses are often outweighed by long-term savings achieved through reduced overhead costs as you downsize office space and improve workplace efficiency.

Steps for implementing secure document digitization

There are some steps to take to reap these benefits effectively for companies reducing office space:

1. Assess your current document inventory: Identify what types of documents you have so you know what needs prioritizing during conversion efforts. Consider contracts, invoices, employee records, and customer records.
2. Choose a reliable solution provider: Research various document scanning and document management options based on features needed along with security measures offered.
3. Develop a clear plan: Create an implementation timeline outlining each step involved—from scanning existing files through organizing them within new digital systems.
4. Train employees: Ensure staff understand how to best utilize the new tools available and provide necessary training sessions.
5. Monitor progress and adjust accordingly: Regularly review the progress toward your digital transformation goals and adjust plans, if necessary, based on employee feedback.
   
   

Starting your own digital transformation

Secure document digitization is an essential strategy for companies looking to downsize office space efficiently without compromising data security or operational effectiveness. By reducing physical storage needs and workplace clutter, document digitization provides many benefits in today’s workplace. As businesses continue to evolve, embracing digital transformation through secure document management will be key to staying competitive, reducing costs, and creating a more flexible workplace.

Whether your workplace needs to grow or downsize, the digital transformation team at EO Johnson is ready to help you develop a strategy to digitize your paper documents and store them securely. We are SOC 2 Type 2 audited because we value information security as much as you do. Let’s talk about how we can help your organization save both time and space.