Documents are a vital element of every business day, however, managing all of those documents can be challenging and time-consuming. Whether you’re a small business, or a large company with multiple locations, a document management system (DMS) that can capture, store, search and retrieve your documents with a keystroke, offers your business many benefits.
Here are a few of the key benefits you’ll enjoy with an electronic document management system.
• Less Storage Needed
Paper documents take up valuable office real estate. A software-based DMS reduces the need for file cabinets, storage boxes, and bins. That frees up valuable space in the office.
• Better Security
Keeping sensitive data from prying eyes is your number one priority. DMS provides enhanced security for sensitive information. Document access can be controlled at the folder level, and with a DMS you’ll have an audit trail – so you’ll know who accessed a document when it was viewed, and any changes that were made. Managed documents are traceable, trackable, and can be tagged.
• Easier Compliance
For some businesses, like healthcare providers, those in patient care, or legal industries, regulatory compliance is a complex issue. Non-compliance can leave you open to fines, revoked licenses, and even criminal liability. A document system reduces those risks and makes compliance easier. Records retention schedules can be automated, and new documents can be easily classified and securely stored.
• Spend Less Time Searching
It costs $20 in labor to file a document, $120 to find a misfiled document and $220 to reproduce a lost document. A DMS can be a time-saving, cost-cutting tool. Documents can be searched for, and retrieved, using a word or phrase, category, or more. In fact, as long as you have an Internet connection, you can access the documents you need form anywhere, anytime.
• Backup and Disaster Recovery
With a DMS and a backup and disaster recovery plan, your documents are protected from fire, flood. and other disasters. If disaster strikes, with DMS and disaster recovery you can be back up and running in just hours.
Ready to learn more? Give us a call and schedule a document assessment today. Let us show you how a document management solution can help you improve your business, increase efficiencies, and keep your data safe.
