3 benefits of document management for small businesses
June 4, 2019
Paper documents can take up a lot of space in an office. Beyond space concerns, there are privacy issues as well. If you don't remember to keep your file cabinet locked up at night you may be putting sensitive information at risk.
IPaper documents as create waste in time and energy. You may find yourself having to make time in your busy day to label files, put papers in the right folders and to shred the older, confidential documents. Don't forget about the occasional moments of panic when you can not find a key document among hundreds of others in a pile.
In today’s business world we no longer need to be bogged down with paper, paper and more paper. We can now store almost everything electronically with help from document management companies.
With a document management system, your file cabinet is virtual and secure. It allows you to store and retrieve both paper and electronic documents.
To move existing paper documentation to the document management system, simply scan the items in. Files and online information can be moved to the document management system electrically, with a few clicks of your mouse.
You do not need to be a fortune 500 company to use a document management system. Many small to medium size businesses find document management companies extremely valuable and a key part of their successful operations.
In addition, document management is not just for managers or executives. Studies have shown that the departments who can benefit most from going paperless are Accounts Payable, Accounts Receivable, Contracts Management, and Human Resources.
Here are 3 benefits of using document management companies to help manage your paper documents.
- Smaller footprint: Space is always valuable, especially if you are renting an office and paying per square foot. With a document management system, you can remove most of those spacious filing cabinets that take up space across your office. Instead, you can free up that space for open seating or additional employee cubicles. Some small businesses may even be able to move to a smaller rental space and save on monthly leasing expenses.
- More secure: Do you store highly sensitive or confidential information in your paper files such as social security numbers or medical data? The last thing you want to happen is to have a disgruntled employee grab some of those files and share confidential information in public settings. Stolen sensitive information can also lead to stolen identity crimes.
With document storage solutions, all of your information is stored securely online behind private passwords. It is nearly impossible for anyone to access this information without permission.
- Easy to find documents: Have you experienced moments of panic when you need to find a certain document quickly and simply can not locate it in your paper files? Just like a search engine can help you find information online, the search functionally in document management solutions can quickly locate a document in your virtual file. Just put in a few search words and the system will do the rest. You can also easily sort documents by date or by file name.
Do more space, better security and ease of use sound good to you? Document management companies in your area can help get you started and on your way to a more efficient and effective office.