The storage and organization of documents in the office is a major part of many employees' days. The print outs must be read, stored, alphabetized and new organizers must be started when the old ones are full. This not only takes up a lot of time in the office, but it also takes up a lot of space. To get back that lost productivity, document management can change the way documents are handled within your company.
Scanning Business Documents
In the digital age of today, there is little reason to create hard copies of documents, and there are fewer reasons to keep them long term. There are times when printouts are needed to give to clients or because signatures or notary stamps are needed on the physical papers. However, outside of these reasons, just about every document can be created digitally and kept that way. The existing documents that have been kept in filing cabinets can be scanned into digital files and the hard copies scrapped. This process saves an enormous amount of space as the files no longer have to be stored physically in the office.
Raising Company Productivity
As the documents are scanned, that means there is no need for clerical work like collating pages, sorting files and creating new files for new documents. The filing cabinets will no longer be needed, freeing up clerical workers for more important tasks. And for other employees, there is no longer any reason to have to spend time regularly looking for papers or trying to find out whether the documents they need are even being stored. All of this can be done in seconds, saving time and productivity and making the entire office more efficient.
When the files are in digital form, they are far easier to keep organized. There can be thousands of documents being held in the cloud, and it will remain easy to organize and to find later. This reduces the amount of time it takes for employees to find the papers they need, and it reduces the instance of lost files at the same time. This allows for quicker deadlines to be met, for clients to be happier with the speed at which you retrieve documents, and it allows for an easier efficiency.
If you're ready for a better document management system, contact us today to get started.