Properly managing the flow of information inside and outside of an organization is an ongoing challenge. This is where document management comes into play. Document management is all about streamlining your document workflows through a digital approach that will positively affect your business in a multitude of ways. This positive impact includes reduced storage space, enhanced security, better regulatory compliance, and improved productivity.
Reduce your storage space
Storing hard copies of paper documents can get expensive, especially with the ongoing increases in commercial property costs. Digitizing your documents through a document management solution scans all of your files into user friendly software that makes it easy for employees to access and retrieve documents. This modern option drastically reduces the need for filing cabinets and eliminates overflowing boxes full of paper.
Document security is an ongoing initiative for many of today’s businesses. Document management adds layers of security that cannot be achieved with a paper approach to managing your documents. Access to specified electronic documents and folders can be controlled and restricted to certain authorized personnel, keeping data confidential and increasing compliance adherence. There’s also an audit trail that can tell you who accessed a document and how many times. This feature offers accountability to the flow of your documents.
Better regulatory compliance
Depending on your business type, you likely have some compliance regulations related to the handling of your documents. Oftentimes, these regulations can be complex. Document management can automate the way you store, classify, and access documents to ensure that your business is in line with your regulations.
Improve productivity around the office
We all know how much of a pain it can be to search through a filing cabinet for one specific document. With document management, retrieving a document takes just seconds through the use of conventional file naming patterns and a powerful keyword search feature. Productivity will also see a major uptick with better collaboration efforts amongst employees. Electronic imaging on a shared network makes it easy for employees to share and edit documents in real time.
Document management can positively impact your business in so many different ways. For more information on setting up document management software at your business, contact us today.