In the modern business world, we spend perhaps 30% of our time searching through filing cabinets, network servers, local hard drives, or our email inbox to find the information we need. Quite often we still come up empty-handed after an extensive search. Our Document Management solutions are the answer.
What is Electronic Document Management?
Document Management Systems create a central repository to allocate all digitally mastered documents like scanned papers or emails. Finding a document is made easy with all the information conveniently stored in a single location.
What Does It Do?
Document Management Systems help streamline business processes, ensure compliance to government regulations, and facilitate collaboration and disaster recovery strategies. Here are some other benefits to document management:
Instant Access
Unlike a paper filing system that can only be indexed by a single field, usually by an alphabetical order or a numeric order, Document Management systems allow documents to be organized by multiple index fields. For example, a file can be referenced by all of the following fields: client name, account number, address, account type, and even the date the order was received. You only need one of these pieces of information to find the client file you are looking for.
Collaboration
Document Management Systems also allow collaboration between users to access a file from the same source. Using this system, multiple users can access the same document simultaneously through the document management system without creating a redundant copy of the same document. Adding a note or comment to the document becomes a snap, allowing other users to view the notes and comments from their own desktop screen as they are created.
Password Protection
In this age, security issues and privacy issues are a paramount concern for businesses. Apart from ensuring compliance to government regulations, Document Management Systems also ensure that files are password protected. Any unauthorized access attempts are logged for the system administrator to review.
Records Retention
Document Management Systems also enforce a records retention program, purging all records that have passed the statute of limitations, thus reducing legal liability.
Remote Access
For multiple offices, home offices, or field staff, Document Management allows users to have remote access, giving them the ability to securely retrieve necessary information over the Internet or through a VPN (Virtual Private Network) connection.
Disaster Recovery
Paper documents are always vulnerable to natural disasters such as theft or fire. Document Management Systems minimize that risk by allowing an offsite back-up of the paper documents to ensure continual operation of business even if a disaster strikes.
With so many benefits to using a document management system, why would you choose not to use one. Check out the video below from the President of the industry organization AIIM (Association for Information and Image Management) on the top reasons why companies do not implement document management systems.
To learn more about how you can benefit from Document Management Solutions, just fill out the form below and one of our experts will contact you to setup a complimentary document management review.