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How to Make the Switch from Physical to Digital

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 Many of us might find it a bit difficult to make the switch to a completely digital lifestyle, especially within an office environment. The heavy reliance of a pen-to-paper mentality can leave a company stagnant in today’s ever changing cyber climate with regards to additional costs that go hand in hand with physical documents and their storage. More and more companies are making the inevitable shift to only digital communication and collaboration, opting for various services and platforms that promote it. Whether that be Skype, Google Calendar, or a virtual data room; this article will discuss a few ways that you can transition your work life from relying on paper and streamlining your processes onto a digital platform.

Document Storage

           A simple way to make the transition from physical files and documents is to opt for an easier way to store and share data within a company. Email alone has made leaps and bounds to facilitate smooth communication amongst coworkers, allowing them to share their documents and remain in collaboration while working from different offices or remotely from home. While email is a fast and easy way to share documents, it isn’t always the safest. To ensure that all your important data stays secure and out of the hands of unwanted viewers, you should opt for a virtual data room. A VDR will allow all necessary employees from a company to upload and share their documents efficiently and with no concern about the safety of confidential information.

Virtual data rooms are predominantly used for M&A transactions, but they are also able to store financial information, intellectual property, and miscellaneous company documents that should not be accessed by the wrong third parties. They provide the main user with control over who sees what and for how long, allowing them to revoke permissions whenever they see fit. A VDR also encrypts data so that it cannot be intercepted during uploading and downloading. They are a safer alternative to generic document sharing services and provide the peace of mind to a company and an individual that anything stored will remain safe and impenetrable.

Organization

           A good planner can make the world of difference to someone who is perpetually disorganized and unsure of how to properly schedule their time. While physical planners are still a viable option, a better way to use your computer and smartphone to their full potential is by keeping any important meetings, due dates, and daily tasks documented on there. Not only are these devices easier to update whenever necessary, but also make it easier to share important dates with family and colleagues, as well as being a lot less physically obtrusive on your desk.

           Furthermore, holding weekly meetings on platforms such as Skype, are a great way to stay connected, up to date on priorities, and co-ordinate tasks moving forward. Email can also facilitate this, but can also cause a long chain that can be daunting to deal with on a weekly basis, especially if you work remotely and online platforms are your main method of communication.



USB Sticks & External Hard Drives

           Gone are the days when everything was printed and filed away in a cabinet for safe keeping and easy access. Now, USB sticks and eternal hard drives are the key to ensuring any projects you are working on stay safe and intact before they are ready to be uploaded or shared online. Making a point to back up all work is necessary in case of accidental hacks, leaks, or system malfunctions that can leave your data vulnerable or completely erased. Keeping a USB stick with you at all times with sufficient storage is an easy way to ensure you remember to back up your files as you go.

Furthermore, with a USB stick or external hard drive, bigger files can be easily shared with coworkers without the hassle of having to send them over email or a generic document sharing service that isn’t as secure. When you haven’t converted to a virtual data room, ensure that you have a storage system within reach so that anything you create can have a safe place to stay while you finish switching your lifestyle from physical documents to digital data.