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Wednesday, January 29, 2014

How to save time and money with document management

Business document management systems optimize paperwork requirements
Digital documentation expedites and secures retrieval
It is an image known to most, if not all, of us: an office, cluttered with files and folders everywhere. A favorite subject for comedians around the world, but the nightmare of everyone else. This cluttered office may have been an inescapable reality in the past, but it does not have to be any longer. 

We live in the digital age, and our lives are changing for the better everyday. Document Management Systems and Document Scanning Services make our lives much easier when it comes to working with our documents, and in the process they help us save time (and money!) in several ways, such as the following:

Document retrieval

If you are using a traditional paper retrieval system, then one thing you will know is that this procedure can be very uneven, time-wise. 

Working remotely is possible with digital data management systems
Remote data access improves organizational efficiency
If it is a somewhat recent paper you are looking for that has been stored onsite, then we are talking about a matter of minutes. However, if it is not, then it could take up to one or more days, and the procedural cost rises accordingly. 

Needless to say, this is simply not acceptable in today’s world. By using a Document Management System, you can access all your documents regardless of age or where they have been stored in mere seconds, and the cost is always the same.

Lost/missing documents

Document retrieval is key to business organization
Data systems organize retrieval
Did you know that 7.5% of all documents (Coopers & Lybrand, Price Waterhouse Coopers) get lost? That is a disturbingly high amount, especially given how important some of these documents may be.

Let us not even get started on the potential costs and legal ramifications of reproducing a lost document. 

No matter which way you look at it, the risk of losing a document is high and costly.

By storing a document with the use of a Document Management System, you ensure it will never be lost. Furthermore, by using the backup system you also ensure that if you ever need to restore a file you can do so quickly and efficiently.

Security

Digital security of documentation protects important documents
Layered security protects documents
The old lock and key may still be going strong in the 21st century, but they are becoming increasingly outdated with each day that passes. Keys get misplaced, can easily be copied and most locks are hardly invulnerable. On the other hand, not only a Document Management System ensure multiple levels of security for your documents, it also allows for custom security levels, meaning that only certain people may have access to certain files.

 

Filing

Office efficiency is enhanced via documentation management systems
Digital filing automates storage
With traditional systems, filing must be done manually. This could take from mere minutes to several days, depending on the number of our documents. However, in a Document Management System this is done automatically and through a PC, making the entire procedure much faster. Moreover, procedures such as alphabetizing are automatic. 


Conclusion


While a traditional paper retrieval system may have worked well for you all these years, and you feel like there is no reason to change what works, the Document Management System offers some significant and immediate advantages over it. Therefore, do not be afraid to upgrade to a Document Management System as soon as possible!

Image license: Isaac Bowen, CC BY-SA 2.0; 2. Ludovic.ferre, GFDL, CC BY-SA 3.0; 3. Soumyasch, GFDL; 3. US-PDGov; 5. Moumou82, CC BY-SA 3.0