Many organizations are faced with the dilemma of how to deal with the massive number of documents they receive and produce on an ongoing basis. According to the Association for Intelligent Information Management (AIIM), it is expected that the amount of information coming into organizations could grow by 450% over the next two years.
If your organization struggles with managing its documents, you should think about taking control of your documents as your New Year’s commitment.
Defining Document Management
The term “document management” refers to the set of practices used by an organization to manage, store and track its documents. These documents come in a vast variety of formats, including emails, printed contracts or forms and images. However, despite their formats, these documents do need a consistent method of management.
Common document management components include:
- Storage using a centralized location that allows authorized users to access and search documents
- Security and access control to limit access to authorized users
- Audit trails to create a log that authorized users can view to see who has viewed or edited documents
- Check-in and check-out of documents so that only one user at a time can make edits
- Version control that tracks and records changes in real time and allows roll backs to previous versions when needed
- Ability to add comments or notes to documents without needing to edit the document
Benefits of Adopting a Document Management System
Document management systems make it easier to automatically implement standard practices and procedures. When you implement a document management system, you not only get your documents in order. You also can achieve the following benefits that allow for the ability:
- To quickly full-text search through multiple documents no matter the size or format.
- For increased transparency that allows all employees to find the documents they need when they need them.
- To share content internally and externally while keeping it secure.
- To keep track of major revisions to documents that ensures employees are using the most up-to-date version.
- For improved employee and organizational collaboration, including real time collaboration on documents.
- To protect sensitive information from being accessed by unauthorized users.
- To support compliance requirements that some industries are subject to.
- To facilitate cloud access to documents for employees from wherever they are working from.
Without proper document management, businesses cannot be at their efficient and productive best. Make 2023 the year your organization takes control of its documents by making a commitment to adopt a document management system. To learn more, give us a call and ask for a free print assessment!
About United Business Systems
United Business Systems specializes in simplifying the complexity and management of office technology solutions for over 7,800 organizations nationwide. Services include Managed Print, Document Management and IT Services. Products include MFPs, Copiers, Printers and Wide Format Printers. UBS’s headquarters is in Fairfield, NJ with branch offices in Moorestown, NJ, Manasquan, NJ and New York.
For the latest industry trends and technology insights visit UBS’ main Blog page.
