Creating a Document Management System for Your Small Business

A document management system will track, manage, and store all of your documents in an effort to streamline your business processes and reduce the amount of paper in your office. Creating and implementing a document management system is essential to efficiency in the modern small business. Let’s take a look at how to best go about adopting a document management system that will fit the needs of your company and seamlessly integrating it into your workflows.

Start with a plan
Your first step should be taking a close look at the type of documents that your business handles regularly. Organize the various document templates and map out the rules associated with each type of document. For example, some documents need to be time-stamped during a particular review process that passes through several employees. Create rules designating where particular documents should be located and how they should be saved. Establishing solid filing practices will make it easy to file and retrieve documents going forward.

Be sure to consider security as well for the types of documents that are being shared. Through rules and permissions allow only authorized users to have access to certain confidential information. Creating these access controls will help ensure the security of your data and facilitate regulatory compliance.

Implement your plan
Once you’ve carefully worked out the details of your document management plan, it’s time to implement it. Provide thorough training to your staff and explain the tangible benefits they’ll experience from your document management solution to help ensure buy-in from your employees. Document management works best when your staff fully understands how to create, store, and receive documents, as well as how doing so will make their lives easier.

Always follow up
Once your document management system is up and running, don’t just go about business as usual assuming that everything is automatically working smoothly without any kinks. Do some regular spot checks to look for misfiles and to make sure your workflows are moving along as intended. Continue to educate and remind your employees about the inner workings of the system. The better your employees understand how and why things work, the more successful the system will be.

Would your business benefit from a document management solution? Contact the experts at Infomax Office Systems to help you find and implement the right solution for your workplace.

matt-haddy

Matt Haddy


Matt Haddy

Service Technician

Proudest moment at INFOMAX:

There have been many but winning the Yoda award twice in the same year is up there!

My favorite Project at INFOMAX:

Melting solder joints on HP formatters dramatically reducing cost and increasing customers uptime.

Favorite line from a movie:

“We’re going to need a bigger boat!”

jenna-kraft

Jenna Kraft


Jenna Kraft

Contract Billing Specialist

How has Infomax helped you in your career development?

Infomax has helped my career take off since I started shortly after I graduated from college. They ensured that this company would be a good fit for me by listening to my personal and professional goals. As an employee, they provide resources for me to stay up to date in my career path and provide opportunities to branch out.

At the end of the day, what makes you smile?

I am pleased at the end of the day knowing that I am a part of a company with integrity who cares about my well-being and my success.

What is your personal philosophy?

Your only limit is you.

dan-nichols

Dan Nichols


Dan Nichols

Account Executive

What is unique about Infomax?

In a word CULTURE. Infomax has successfully created a “one workplace culture” We take in talented people, mold their identities, and assimilate them into our organization’s way of life. The most successful baseball franchise in history, calls it the “Yankee Way.” To be a Yankee means to be professional on and off the field. The same is true at Infomax we are Raving Fans!

At the end of the day, what makes you smile?

Knowing that I have taken chances and worked to create a life that feels right to ME, not one that looks right to everyone else.

“People are just as happy as they make up their minds to be.”
―Abraham Lincoln

What did you want to be when growing up?

Evel Knievel, and I still do!

“The people don’t come to see me die. They come to see me defy death.”
―Evel Knievel

ron-turnbaugh

Ron Turnbaugh


Ron Turnbaugh

Shop Technician

When asked what three words I would use to describe Infomax,

they would have to be Family, Stability, and Growth. Family stands for the three generations of the same family owning the business and their commitment to their customers and their employees. As an employee of over 31 years, the bond that quickly forms between other coworkers is unlike anything that I have ever seen. People helping other people makes Infomax a enjoyable place to work and that attitude is passed on to our customers. Stability – after 31 years, it speaks for its self. Through those years, Infomax has experienced the range of challenges and triumphs while remaining true to their commitment to their customers and employees alike. Growth is expected when dealing with a business such as Infomax, and it has certainly has grown. However, the growth that I’m speaking of is both professional and personal growth that Infomax encourages each of their employees to continually work on. I have never had an employer backup the words like those of the Jacobs family.

What makes you smile at the end of the day?

One would quickly think of my wife, the dog, or one of a dozen other things. But what makes me smile is knowing what I did that day made a difference. My position at Infomax is a low-profile job. However, when the customer is down or the salesperson is anxious to deliver a machine or one of a dozen daily chores need to be done, it is a good feeling at the end of the day that you had a small part in making it happen that day.

What is the most important thing you have learned in the last 5 years?

I would have to say it would be to learn to invest yourself wisely. Make more friends. Love your family harder. Develop your faith. Learn how to tell the difference between the little things in life and the few that are worthy of more attention. You are a precious commodity and there is only so much of you. Wasting yourself on people and things that are a bottomless pit only leads more problems. Invest in yourself so you can invest in others.

andy-mortenson

Andy Mortenson


Andy Mortenson

Digital Support Specialist

What is the favorite part about working for Infomax?

I thrive on helping our clients get the most out of their equipment by discovering their needs and expectations, understanding workflows and providing valuable business tools that help them reach their goals easily and efficiently. Even though our products are seen as commodities, the way these products are used impact the client’s bottom line. The speed of change in our industry brings tremendous opportunities to improve workflow efficiencies. There are times when our solutions save workers days out of their month; the impact can be astounding. It seems, usually, only 20 percent of the machine’s functions are relevant to most end users, but each account uses different functions. Identifying those functions are key to improving workflows. This is how we deliver value. The fine tuning and dialing in the machine makes a big difference.

At the end of the day, what makes you smile?

When people think that copier training is just showing them where to find the green button to make a copy.

What do you like to do on your days off?

Train dogs (Labrador Retrievers) for Hunt Tests and Field Trails

randy-farlow

Randy Farlow


Randy Farlow

Delivery Driver/Warehouse Clerk

What is your favorite part about working for Infomax?

That’s easy… My coworkers. The people of Infomax are hardworking, customer committed, fun loving people.

One thing I wish our clients and potential clients already knew or understood about us:

Our second to none top quality service department, sales team and overall customer service. We stop at nothing to take care of our customers and their concerns. It makes me very proud to be an Infomax employee.

People would be surprised if they knew:

That I have met and interacted with Sir Paul McCartney. This happened in 1990 while working security backstage at one of his concerts. I can say that he is very genuine and down to earth, just like us Iowans!

shawn-taylor

Shawn Taylor


Shawn Taylor

Vice President, Technical Services

What is your favorite part about working for Infomax?

The people I work with and the challenge of a business with always-changing technology.

What do you love about your job?

I love helping people resolve problems and issues, be it business related or personal.

If you could be anyone from any time period, who would it be and why?

My dad. He was a young boy growing up in the South, then moved to the Midwest when he was 8 years old, all before 1920. Then he was drafted into World War II at age 36 and became a prisoner of war in a German Prison Camp… and he still raised a family of 7 before dying at age 92. The stories I heard and lessons I learned from him made his life very intriguing to me.

austin-boyke

Austin Boyke


Austin Boyke

Account Executive

What is the favorite part about working for Infomax?

Everyone here always has so much fun. We joke with each other in a way that makes it like we’re all one, big family. Our President sits down the hall from me and he stops by every day to crack a joke or two. That kind of stuff makes work fun and enjoyable.

What aspect of your role do you enjoy the most?

I get to work with clients and form partnerships that actually matter. When I see customers outside of work, they recognize me and genuinely enjoy seeing me. Especially when it always seems like copiers are universally the most hated part of every office, I get to show people how they can become more than just a necessary evil in the office, and I get to build a relationship while I’m doing it.

What do you like to do in your spare time?

I coach U-9 boys soccer out at a local club in Waukee a few nights a week, I love to continuously try new craft beers from all over the country, and I LOVE watching the Wisconsin Badgers beat the Iowa Hawkeyes in any sport and in any capacity.

On-Site IT vs. Cloud IT: Which Is Right for My Business?

No matter what type of business you run, one thing remains true for all: data is everything. For this reason, every business owner needs to make that key decision—should you utilize on-site IT or cloud IT? The answer to this question depends on several factors. Every business operates differently with unique data requirements.

Let’s take a look at the pros and cons of these two approaches to help direct you towards the method that will best fit the needs of your business.

 

On-site IT

Pros

  • Everything you need is physically there for you whenever you need it. There’s a sense of control by having your data stored on-site.
  • Your storage needs can be assessed easily when everything is on-site. This will help you properly monitor the kind of space that might need to be added in the future.
  • Choose your own hardware. You don’t need to rely on a specific software like you would with cloud IT.
  • You know exactly where your data is at all times. When it comes to sensitive data, you won’t have to worry about it ending up on another server or in some random data center.

 Cons

  • Theft can be an issue. If someone steals your equipment, your data is gone just like that.
  • The costs associated with on-site IT tend to be high. It takes a trained IT professional to maintain and manage these devices properly. Some of the equipment itself can be quite expensive as well, depending on how much data you need to store.
  • Human error comes into play more often. Backups need to be done manually, which can be costly if a backup does not occur.
  • If a disaster occurs, such as fire or flood, your equipment could get damaged. You could potentially lose all of your data in this type of situation.

 

Cloud IT

Pros

  • Utilizing a cloud-based infrastructure is all about convenience. You don’t have to worry about maintaining the hardware or staying up-to-date with the latest security features. All of these things are taken care of by your cloud service provider.
  • Setting up the cloud is easy. You don’t need to set up all of your hardware and connections. Instead, just fill out a quick form and submit. You will be ready to start using the cloud in minutes.
  • Cloud-IT brings scalability and flexibility. You can add cloud resources with a few clicks of the mouse to scale with your data use. For example, if you know you need more space during a busy season, it’s easy to add on without the headaches of buying more hardware that comes with on-site IT.
  • Automated backups take away the chance of human error. Your data is always backed up and available in the event of a disaster.

Cons

  • You will always need an internet connection of some kind to access your data. If a disaster strikes and you have no internet access, you will not be able to access the cloud.
  • You will have less control over your cloud interface and infrastructure. The software that you use is designed by an outside company, therefore you need to choose a set up that works best for your needs.

 Whether you choose on-site IT or cloud IT depends on your company’s particular needs. Oftentimes, it’s best to find a balance of both worlds by mixing and matching various applications to be on-site and cloud-based. For more information on both of these options and help assessing your Iowa-based business’s unique data storage needs, contact Infomax today. We will help you find the right fit for your business.