You will only need a mind picture of a chaotic work station to appreciate the benefits of proper document management. Imagine the chaos in office rooms, cardboards, boxes, and cabinets full of papers and files. You must spend your precious time searching through drawers for urgent client files. What is even worse is that the last person to pull the file may have failed to put it back in the proper place.
What is Document Management?
Document management is the use of software that stores, manages, and tracks files and eventually reduces the reliance on paper.
Finding a document is sometimes a matter of life and death. What if that one document you need is the key to a time-sensitive project or an all-important payment? A disorganized business environment will never promote productivity, but having a proper document management system brings many benefits:
Quickly Accessible Document Repository
If you have a cloud-based document management system as file storage, you will always find it easy to access, change, view, or share crucial office files with your business partners even in remote places. Also, you will never spend your precious time searching through a plethora of boxes and cabinets to find a particular document.
Office Document Security
Having a proper document management system will safeguard vital, sensitive, and confidential business information from being exposed to your competitors or landing in the wrong hands.
When you want to prevent irreversible damage to your business, or avoid authorized people from accessing your business files, you can invest in document management software so as to have a role-based access control (RBAC) of files and documents. The document management software also ensures the safety of your business data when disasters such as fire, earthquakes, hurricanes, or flooding occur.
As a business owner, a document management system will lower the financial costs of running your enterprise as you will stop relying on paper. Quality office paper may cost you thousands of dollars over a year’s time. The amount of money that business owners can make by making the switch to an electronic business management system is impressive.
Quick Indexing of Documents
A manual document filing system has the potential for errors. A document management system provides your staff with automatic indexing capabilities. The indexing will help to access documents from any place all the time regardless of the devices you use.
The software may also assist you with tags, categories, subcategories, and metadata for documents. A search for files using a document management system keyword can yield results instantly.
The Green Environment Factor
By abandoning paper and embracing a digitized document management system of the payroll, files and invoices, you will reduce the waste of paper and be an environmentally- friendly business.