Just about every business deals with documents in one form or another. Managing these documents can be a serious headache, and most businesses don’t keep an archivist on staff to keep things organized. In the best-case scenario, paper documents are stored in file cabinets. Worst case, they’re piled up haphazardly wherever there’s room in the office.
Digital document management is the 21st-century solution to these paper problems. Any business that deals in hard documents can reap serious benefits by implementing a document management solution.
Document Management Defined
Simply stated, digital document management is software that digitizes, catalogs, and organizes documents. It’s a flexible software solution that can be customized to meet your business’s specific needs. Document management software allows users to scan a document using a multifunction printer, name and tag that document, distribute it via email, and store it in a specified network location. With automation, this can all be done with the press of just one button!
How Document Management Helps Your Business
You’re probably already imagining scenarios specific to your business processes where document management software can help. Nevertheless, let’s keep exploring. Here are several general ways it can help just about any business.
Save Time: Maybe your company’s filing cabinets are immaculately organized. However, it still takes time to manually locate physical documents. And what if someone misfiles the document you need, or it’s still sitting, unfiled, on their desk? With document management, all users can access digital documents on the network quickly using a sleek, searchable system and indexing documents with search terms.
Reduce Storage and Printing Costs: Every digital file you store on your network using document management saves paper and ink. Not only is this good for the planet, but it’s also good for your bottom line. And it saves space, too. Reducing the need for on-site paper storage (e.g., filing cabinets) saves you space and money.
Enjoy Powerful Collaboration and Flexibility: In a paper workflow, hard copies of a document are routed around the building from person to person. This can be a slow and cumbersome process. Document management systems allow simultaneous access to (and even editing of) documents. Your team can fill out a spreadsheet or build a schedule collaboratively, right in a file, without even picking up a phone!
These are just a few of the many benefits a document management solution offers. Contact Infomax Office Systems today to learn more about taking advantage of everything a document management solution can do for your organization.