Digital Documents

5 Reasons Your Agency Should Have Them

 

Digital documents can significantly improve your program’s performance and save time for your staff.

If you’re still spending time collecting and processing paperwork, there is a better solution. Going completely paperless can be overwhelming and downright scary.

What if you can’t find something? What if you can’t access the system? How do you ensure that everything is actually safe?

These are just a few concerns that agency directors face when considering a new data management system.

The truth is, digital documents are much more secure and accessible than paper files. Not to mention it take can hours to find the information tucked away in paper files. As a result, you waste time and are constantly surrounded by stacks of paper. 

So what can you do about it?

Digital documents, also known as electronic documents (eDocs), live in a cloud that is accessible with an internet connection on any device. Whether you’re working on a desktop at the office or accessing files on a tablet in the field, with digital documents the information is always at your fingertips. 

Here are five more reasons your agency needs digital documents.

 

 1. Security

Digital documents are far more secure than paper files. Even when properly locked away in a file cabinet, paper documents are vulnerable to theft and damage.

2. Convenience

Electronic documents are easy to access. Think of how much time it takes to search for information tucked away in paper files around your office. With a digital library, it’s literally at your fingertips.

3. Data is protection

COPA’s eDocs tool operates within a HIPPA and FERPA compliant environment. For example, when you’re in the system and snap a photo with your phone or tablet, the image is automatically deleted from the device.

4. Electronic signatures

One of the biggest perks of COPA’s eDocs module is the electronic signature. Any document can be signed using the electronic signature feature and uploaded securely to a family’s file. And with our new responsive look, signatures can be easily collected using a mobile device.

5. Save Time

Maintaining electronic documents can save your staff a lot of time. With just a few clicks, they will know exactly what documents have already been submitted and what’s missing. Staff will spend less time locating and storing documents, and more time serving families and children.

As you think about goals for your agency, consider how electronic documents can be a game changer for you and your staff.

For more information about eDocs or any other COPA features, email sales@mycopa.com.