In the search for sustainability, it can often feel as though we have to choose between the planet and profits. Fortunately, new technologies are making environmentally friendly choices both smart and cost-effective. Document management is a perfect alignment of efficient technology and good corporate citizenship.
Whether the data you manage starts as digital assets or are scanned from paper originals, document management is about using software for the storage, searching, sharing, and tracking of business information.
Read on for a few ways document management systems can help your business go green while saving green.
Reduce printing needs – By going digital, your use of consumables like paper and toner can drop dramatically. Digital forms and customized routing of electronic documents eliminate the need for burdensome duplicate and triplicate forms and prevent the need for copies of copies for sharing purposes. Document management can also reduce your carbon footprint and printing budget with the implementation of page caps for individual team members, ensuring your business is always printing smart.
Eliminate storage expenses – With document management, piles of paper are turned into streams of ones and zeroes—the language of computers. Instead of filling costly office space with rows of file cabinets, digital documents can be saved on DVD-ROMs, servers, and hard drives, using a tiny fraction of the space needed for physical documents. How would that space better serve your business once all those old paper files are shredded and recycled?
Improve access efficiency – Digital documents can be indexed and searched right from your desktop. This improved efficiency saves your business money, as your employees can easily access files that once took them hours to find in filing cabinets. You can retrieve records from a designated date range, pull up the order history for a specific vendor, and even search the content of documents for keywords. A well-designed document management system makes accessing your data fast and intuitive, whether it’s for daily customer service or infrequent archive searches. This improved productivity means you’ll be going green while saving green—it doesn’t get much better than that!
Document management is a smart and easy way to green your business. It’s kinder to the environment, faster for your staff, and better for your bottom line.
Contact us today to learn more about document management solutions and how Infomax can help you implement this green strategy.