Have you ever dreamt of a better way to manage all of your data and documents? Longed to get rid of the never-ending folders and bulky file cabinets? Well, document management is a filing dream come true. Electronic document management has myriad benefits—ditching that pile of files on your desk is just one! DM can increase productivity, improve efficiency, reduce costs, and heighten organization. Now, that’s a solution you can count on.
Deciphering Document Management
So, what exactly is document management? It is a secure way to store, share, and edit documents safely, across your organization. That means you can access the same file at your headquarters as an employee working remotely. This system enables you to be vastly more organized, increasing productivity and streamlining processes. Some of the most obvious advantages of document management are the environmental implications and the compliance benefits.
Security and Storage
One of the biggest concerns with any data storage is security. You might think your office filing system is safe because it is not online, but the truth is that it opens you up to a different set of equally serious vulnerabilities.
Online document management is in many ways much more secure than paper files. The most obvious being that you are protected against natural disasters in a way that physical paper storage can never provide. Plus, DM boasts several layers of digital security features, including 24/7 monitoring to keep abreast of any possible attacks. Not only that, but all of your data is backed up and protected from unforeseen power outages or server crashes.
Access and Collaboration
The ability to quickly access and share documents will change how you do business. You will be able to locate, open, edit, share and track documents, which encourages collaboration and facilitates team building. Your employees can work more efficiently and securely, saving time and money.
Less time spent searching for documents is a benefit to everyone, including clients. You no longer have to search your desk (or a coworker’s) to find key client files—you can simply access digitally and see the entire client history in one place. This expedited search enables you to serve your customers better in a new, resourceful way. Storing all client data in one central location means that multiple team members can effectively serve the same client without disruptions.
Even if you don’t consider yourself and eco-warrior, you can still help the planet while advancing your business. Just reducing the amount of paper in your office helps you save money and decrease environmental waste. Not only that but transitioning to a digital document management solution means you save on ink, toner, storage, recycling, and maintenance costs—all of which are good for your bottomline as well as for the environment. You may not become an entirely paperless business, but any reduction in your reliance on paper is a win-win a step in a positive direction.