Transitioning to the Digital Office With A Document Management System
Businesses large and small are making the transition to digital documents, doing away with the paper office and the old filing cabinet system of organizing and storing data. In essence, document management refers to the digitizing of all your hard copies and physical data into electronic versions. Whether you hire a company that specializes in digital document management or you invest document management software, going digital will benefit your business in more ways than you can imagine.
All Your Information Only a Click Away
With all of your business information at your fingertips, you will be able to search for current and archived documents in record time, improve the effectiveness of your business, enhance performance across a network, cut overhead costs to a minimum, and more. Digital document management automatically organizes information in a logical way, helping your business streamline the flow of information.
What are the results?
More efficient internal work flow, increased productivity, and where applicable, improved customer satisfaction.
Document Management for Businesses
The popularity of the paperless office is on the rise and for good reason! The simplification and increased affordability of a document management system (DMS) is making it accessible to the masses and revolutionizing the workplace. Whether you work from your own home office, run a small business, or own a major company, it’s easy to learn how to use a document management system. Moreover, you’ll begin to reap the rewards immediately.
Conserve Paper and the Environment; Save Time and Money
Cutting back on reams and reams of paper, doing away with bulky file cabinets, and eliminating the costs and hassles of having to routinely shred paper documents are only some of the benefits of making the transition to an electronic office. By digitally managing your documents you will simultaneously cut overhead costs of having to employ someone to manually file and search for documents, saving immeasurable amounts of time in the process. Moreover, your eco-friendly workplace will be doing much to conserve the environment and protect our natural resources.
Advantages of Document Management for Your Business
If you’re wondering exactly how document management technology can help you stay organized or how hiring a digital document management expert will benefit your business, here’s a look at the many advantages a DMS offers:
- Allows you to create documents or scan existing documents
- Allows you to edit and retrieve documents within moments
- Enables easy sharing of data between departments or across an organization
- Digital documents can be accessed or emailed from any location within a business, or under authorized security, from locales outside the business premises
- Immediate access to electronically stored data results in enhanced employee efficiency and greater customer satisfaction
- Documents are well protected against natural disasters
- Highly advanced document organization and indexing by type, folder, tags, et cetera
- Easy to archive and search for data, leading to savings in cost and time
Document management software offers advanced features such as search, document profiling, document security, library services, version control, and revision history.
Optimize and Customize Digital Management for Your Organization
Before investing in a DMS, determine the precise needs of your organization or company. First, identify the types of documents you will be managing – sales, marketing, and financial documents, medical or health records, or your personal business files. Also consider your company’s philosophy, culture, geographical layout, as well as the document retention and disposal regulations for your industry.
Questions you might want to ask include:
- If you work in sales, will the digital management software allow you to incorporate your data with your existing customer relationship management software?
- If you deal with finances, will the DMS integrate with programs such as QuickBooks?
- Can the document management software be used with your existing model of scanner or do you need to purchase new equipment?
- Does the digital management technology support several file formats for easy access and sharing of documents with business associates or clients? (i.e., Word, PDF, Excel, JPEG, et cetera)