Productivity Technology

A Guide to Digital Document Management for Small Businesses

Written by Cornor Jacob

Cost and resource management is crucial for every small business owner. One of the core goals of almost every entrepreneur is to increase work efficiency and cut extra costs, which are slowing down their company’s growth. Petty management issues and expenses might look irrelevant to a new businessman, but in reality, these issues can badly affect the productivity of a business in the long run.

We live in the digital world, so it is crucial to optimise day-to-day operations with modern tech and tools. Manual document management is not an easy job for any small business. If your work involves the regular exchange of files with clients or other companies, then managing every file and keeping it secure can be very daunting.

In this guide, we will discuss tips that would help you efficiently manage your business documents.

Tips That Would Assist You in Digital Document Management

You might be wasting money and precious time managing paper or digital files. After reading these simple tips, you can quickly get help organising every document like an expert.

1.    Convert All Files to Electronic Format

You must start by cutting long-term expenses to optimise the document management process. Reducing paper use in your office would help you cut down on a significant cost. Paper files are expensive because you need physical space to store them. 

Today you have apps that can help you convert paper files to electronic formats. You must install the best OCR app on your mobile and start scanning paper files. The free document scanner app extracts all kinds of text from the paper file and saves it in your desired format. 

You can convert hundreds of files electronically in a matter of minutes. This way, you can save a lot of physical space consumed by paper documents. Moreover, you would no longer have to worry about digging for information from a dump of files. 

2.    Set Aside a Budget for Electronic Storage 

Converting paper files to digital formats is just the first step to a more straightforward management routine. You must understand that your computer or laptop would also have limited storage space. Saving too many files on your local drives can burden your RAM and make your system slow.

Now to avoid this problem, it is vital that you set aside a dedicated budget for storing your business files. You can buy external storage space which suits your requirements. Today you can purchase extra storage space in the form of hard drives or get premium cloud services like dropbox. 

Experts recommend the usage of electronic storage drives. They are cheaper, more reliable, and more secure. You don’t have to lose your documents from cloud storage spaces like drive, google drive, and dropbox. You can integrate these cloud drives with your PC so your files can be automatically updated.

3.    Choose The Right Format for Your Business Documents

Choosing the correct file format is very important. You must know that it requires some time to find out the most suitable design, but the research work would be worth your while. Here we have mentioned the two most common formats in which you should save your business files. 

PDF: The portable file format is one of the most commonly used formats for saving business documents. You must know that the portable document format has many advantages over other formats. The most significant one is that it keeps the file format safe. PDF files cannot be edited and have the same view as an image. So the details in the pdf file cannot be altered and go untraced. The size of the pdf files is also relatively compact.

DOCX: This is a very standard document format. Word files are saved in this format, one of the most popular formats used for sharing and receiving data with clients. DOCX is a format that allows you to format your file in hundreds of different ways. But know that anyone can edit them; moreover, these files also lose their format/style when opened on other devices. The size of DOCX files is a bit heavier than pdf. 

When it comes to size and security, you should consider PDF.

4.    Merge Relevant Files Together for Easier Organisation 

When managing a small business, you would have dozens of files related to one person or client. For instance, if you are saving salary slips of employees every month, then it would clutter your storage space. To streamline the document management process, it is best to combine relevant files. 

You can utilise an online pdf merger to join pdf files related to each employee or client and save them under one file. Merging files would streamline the process of managing your business files and help you retrieve data without much hassle. The pdf merger tool is free to use, so you don’t have to worry about any added expense. You can also use the combiner tool to merge and archive unnecessary files.

5.    Regularly Maintain Your Document Storage

Whatever format you choose for saving your files, you must check your storage drive regularly and save files in specified folders. You can also use an online filing system for your business. 

You can install the digital filing system on your device and integrate your cloud storage drives. The document management system can help you save, delete, arrange, and navigate business documents from a single dashboard. The BOX is a very famous digital filing system you can try out!

End Note

Document management is a common problem faced by almost every new small business. If you want to speed up your file management process, you need to follow this guide. will help you eliminate this petty management problem. You can save time, energy, and effort by following these tips!


“The opinions expressed by BizWitty Contributors are their own, not those of BizCover and should not be relied upon in place of appropriate professional advice. Please read our full disclaimer."

About the author

Cornor Jacob