Keeping paper documents can be a mess. Literally! The tangible nature of paper documents creates physical clutters, makes file retrieval burdensome, and poses a security risk. If you’re ready to get things in order, consider a few of the positive effects of electronic document management for your business. Document Strategies outlined a few of our favorite perks of document management.
Documents are Available Anytime
Storing documents in file cabinets means dedicating time to manually finding and retrieving them. Sometimes it even means a special trip to an off-site storage facility. Save yourself and your employees the time, effort, and hassle! Document management provides on-demand access for your files and records. And unlike physical documents, multiple people can view a digital file at one time.
Documents are Easily Searchable
Document management will quickly become your employees’ favorite feature. The contents of your documents are digitally catalogued and made searchable. To find a document, you can use any number of fields—customer name, invoice number, and part number, to name a few. Index fields make searching for a document quick, efficient and possible for you to find a word or phrase instantly within any document. You can get straight to the information you need in a matter of seconds.
Documents are Safe & Secure
Digitally managed documents benefit from today’s robust and redundant backup systems. You can easily keep backup copies at another location, on a backup hard drive, or in the cloud. Not only will they be safe from physical risks like fires and storms, but they’ll be safe from prying eyes as well. Passwords and user-level security let you control exactly who can see what, while roles and audit trails provide additional security.
You Save Money
Last but not least…you have better things to spend your funds on than file cabinets or storage facilities. Electronic storage is cheaper than ever, and you’ll gain additional savings from the time you save not managing paper files.
Whether you’re tired of digging through endless file cabinets or concerned about data security, the move to electronic document management can help you keep your office in order. With easy access and searching, improved safety and security, and saved money, it’s a perfect move to keep things running smoothly. Contact Document Strategies today about document management for your office.