Sound familiar? An important document gets misplaced, and you spend hours looking for it, with no luck. You go to the file room or offsite storage area and are met with rooms full of supposedly labeled cardboard boxes or rows of filing cabinets, you spend precious time looking through drawers for the file, and all the while there’s a good chance that the last person to have the document may never have put it back in its proper place. You eventually give up and move on, or try to re-create it. And then what happens… you find it after you stop looking. In some cases, this is not a huge deal, but what if this one document is critical to your business. What if it is the one document your team needs to get started on a time sensitive project or that could save your company a huge amount of money in a lawsuit? Things like this are where a document management system can be a huge benefit.
A recent study by PricewaterhouseCoopers on the time and money spent on paper in a typical organization revealed:
So what exactly is a document management system? When you Google document management, you will find “document management encompasses the processes and procedures your organization uses as it pertains to capturing, storing, securing and retrieving information on a daily basis.” It uses a computer system and software to organize, store, manage, and track electronic documents and scanned images of paper-based information. The electronic storage option increases productivity by allowing your team to use keywords to search for files without ever having to leave their desks.
Document management software simplifies the process and makes it easy for businesses to combine paper - like checks, invoices, purchase orders, and employee onboarding documents that can be scanned in - with digital files that can be imported into a single place. A variety of file formats can be supported such as Word, Excel, PowerPoint, PDF files, and so on.
Other than saving trees and saving money, there are lots of advantages to a document management software solution. Some of the more beneficial include:
The benefits to a good document storage solution, like Doclink, are huge. And the ROI is also. Give CS3 Technology a call if you would like to explore a better way of managing the paper in your organization.
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