Filing cabinets were once essential pieces of office furniture but rifling through them in search of a crucial document for an urgent client meeting can surely slow you down. However, by using digital solutions for your paperwork and ultimately becoming paperless, you turn document management into a painless task.
What exactly is document management? Truth be told, every business deals with document management regardless of its size. Mainly, it’s the process of scanning, capturing, and storing a document.
Here’s how your business can benefit from having an efficient document management, scanning and capture system.
Free Up Office Space
Office space costs money. Instead of filling your office with unnecessary equipment for your documents, why not use a software-based document management system. Not only will you reduce the need for file cabinets, boxes, and storage bins, you also cut rental costs.
For other hardcopy documents, they can be kept in secure, dedicated locations like a warehouse. Thus, freeing up space in your office for more important things.
Improved Data Security
Data security is paramount to your business. However, when documents are held on paper, they can get lost, stolen, damaged and replicated. With a good document management system, you have control over your business’s sensitive information and can secure access for different groups or individuals.
A digital database with easy backup also prevents file loss and keeps your data encrypted and password protected.
It can be difficult to find the exact document you need right when you need it. Sometimes you only remember the topic it covers or certain keywords, which would not be enough information to locate a physical document. Searching for and retrieving physical documents can take time and cause a lot of frustration. With a document scanning solution, finding specific files by a word or phrase in a document becomes increasingly easy.
If you have a robust search feature in your system, your team can accurately browse through your archives on a regular basis. This saves you a great deal of time in the long run.
For organizations with a large, mobile client base, a document management system can be useful. This is true for clients that seek frequent and immediate updates on their information. A digital solution is also beneficial for companies with a large workforce scattered around the globe as this enables them to access documents virtually anywhere as long as there is an Internet connection.
It goes without saying that a document management, scanning and capturing technologies present your team a better way to manage and organize your data.
At Caltronics, we can assist your business to find the solution it needs to manage documents with optimal efficiency – saving you time, money, and energy in return.