Why digital documentation software is important
Maintaining and updating documentation is a headache for most businesses. Collecting the information is one thing, but finding a place to store it, making sure it’s protected, and remembering to update it regularly is no small task. Rather than rely on physical paper documents, you’ll save time and achieve better results with a digital documentation app like Lumiform.
Digital documentation software has a number of important benefits that paper and even other digital solutions like Excel don’t. Using a documentation app to manage your data:
- Is much faster
- Is more secure
- Is transparent
- Makes updating your documentation easy
Table of contents
Collect information faster with a digital documentation app
Lumiform allows you to automate data collection by using either pre-made templates or custom forms during inspections. This way, you’ll have something guiding you through your work and know exactly what to record. Having the essential fields in front of you saves time and allows you to document relevant information efficiently.
Your business can save up to 20% of the time it takes to gather and record data through digital documentation. In fact, Lumiform records inspection findings automatically. And with everyone in your organization using the same checklists as a baseline, documentation formats will be consistent. That makes things easier to analyze later.
Stay secure with digital documentation
All the data collected via your documentation app is encrypted and stored in the cloud. This way, it’s safer than physical paper, and you don’t have to worry about it being lost or stolen. Stored documents are kept indefinitely, meaning you’ll always have access when you need to.
You also have the option of printing your digital documents in PDF form. This is useful for demonstrating regulatory compliance when needed without having to worry that your data will get lost in the meantime.
Use a digital documentation app to work more transparently
Documentation software like Lumiform helps teams work more closely together. Collected data is available for everyone with permission to view it, and team members can access report results in one click.
Instant data sharing helps employees collaborate effectively and solve problems faster. It enables real-time issue resolution by letting you track the status of reported issues. And just like your original data, the troubleshooting process is automatically documented.
Maintain and revise records seamlessly with digital documentation
With a paper-based inspection system, you have to create new checklists every time you want to gather data, even if it’s the same process you’ve done a thousand times. But cloud-based checklists can be copied and reused indefinitely, making it easy to prepare follow-up inspections.
Any template you use to generate documentation can be edited as needed. That means if new criteria emerge or regulations change, you can keep pace with those requirements. Regularly updating your inspection checklists ensures your documentation is never outdated.