If you are thinking about implementing a document management system within your business, chances are, you probably have a few questions in mind. Let’s take a look at some of the most frequently asked questions (FAQs) associated with these invaluable solutions. Many of these FAQs may even provide you with information that wasn’t on your radar during your initial analysis of a document management offering.
What exactly is document management?
Document management is an electronic filing system that provides a framework for organizing all of your digital and paper documents. Paper documents are digitized into the system to provide quick access to any document through powerful search engine features.
How can my company benefit from document management?
You will see major increases in efficiency and productivity—which in turn will save you money. You can also save office space by getting rid of all those cabinets full of paper documents. Scanning, indexing, archiving, retrieving, and editing documents is simple utilizing user-friendly document management software.
When is the right time to use a document management system?
Document management is ideal for any paper-intensive organization. If you are swimming in paper documents, it’s time to make the switch. The goal is to remove paper documents that often slow up workflows. All document-related tasks can be completed securely through a document management system.
We already scan our documents, isn’t that the same thing?
Scanning your paper documents is only one component of document management. Emails, PC network files, and other types of communication files also need to be digitized and stored in a central location. This central location is a secure system that can only be accessed by authorized employees. Security is crucial when it comes to your data, and there’s no better way of securing your documents than a document management system.
What about signatures? We use them all the time on our documents, can they be captured electronically?
Yes, your documents can be signed electronically with a device or a pin-based form within the document management system.
We have a LOT of documents…Is there any limit to how many documents can be put into the system?
No, there is no limit to the amount of documents you can store in the system. This eliminates the need to have multiple systems or drives to save all your data on. Everything is accessible from one central location.
What’s the first step to get started?
The first step is to review the processes around your office. This will provide a clear picture on how to best implement a document management solution in your workplace. For more information on how to get started, contact Golden Gate Office Solutions today.