Embracing Document Management for Business Innovation

They may seem irrelevant, but paper costs can dent your company budget. For every dollar spent on copying or printing, you need an extra $6 to store and distribute each document. And if you tend to throw away a lot of paper, you may experience a significant financial loss from this as well. Rescue can come in the form of digital document management. Read on to find out what document management is and how it can revolutionize your enterprise.

Document Management: The Basics

Document management is the use of any software or other computer systems to store, monitor, and manage digital documents. It allows you to transition from a paper-based to cloud-based storage system which leads to higher efficiency and less waste.

There isn’t a one-size-fits-all solution when it comes to document management. These systems come in different sizes and scopes, from standalone programs to massive enterprise-grade configurations designed for thousands of users. The features vary, too, but most document management applications allow you to perform the following tasks:

  • Turn physical documents into digital files
  • Store digital files in secure, cloud-based locations
  • Control and retrieve different versions of your files
  • Conduct audit trails
  • Limit or expand access to particular documents to improve data security
  • Lock documents completely and require each user to check in and check out when accessing files

Why Do You Need Document Management in Your Organization?

Whether you have a small business or a large corporation, document management software can revolutionize your firm. Here’s how:

It Enhances Security

One of your main responsibilities as a business owner is to protect sensitive data. Doing so is hard if you have physical document storage accessible to anyone.

Say goodbye to privacy concerns with document management. It’s essential for any organization that wants to keep sensitive information off-limits. How? By giving you a high level of control over who can access your files. Not only that, but it also lets you restrict entire folders to further reduce the risk of unauthorized entry.

Another great thing about document management is that it lets you set up audit trails. With just a few clicks, you get to see who accessed your files, when they accessed them, and whether they modified any of the contents. If you wish to stop others from editing files, you can set up automated alerts.

It Reduces the Need for Physical Storage

Storage costs associated with storing physical documents can go through the roof. The more copies you have, the more storage bins, boxes, and cabinets you need to buy.

A simple way to free up space is to partner with a document management provider. They can roll out a proprietary file management app that relocates most (if not all) of your papers to cloud-based storage. Once the migration is over, you can say goodbye to bulky boxes and containers.

If you have to retain a physical copy of some documents, you can keep them in a desk drawer or vault.

It Simplifies Document Retrieval

A paper-based office is nowhere near as productive as a paperless office. Think about it – how many times have your employees spent hours looking for a document in piles of irrelevant papers? This hampers their productivity and distracts them from their primary duties.

Harness the power of document management to rectify this problem. Depending on the software implemented, your system only needs one keyword or phrase to retrieve the desired document, saving a lot of time in the process.

On top of that, most document management programs are compatible with proprietary business applications. As such, they let you retrieve files in internal databases faster than ever.

Then there’s the option to access files remotely. All you need is a reliable internet connection to make this happen. Simply use your computer or smartphone to retrieve your documents anywhere and anytime.

It Streamlines Communication

A state-of-the-art document management system can also improve communication and collaboration. It does so by allowing multiple users to work on a document at the same time.

For example, once you’ve drafted a file, you can send it to other team members directly through your cloud-based solution or via email. From there, they can access and edit the document (after receiving your permission) or make suggestions. Best of all, some platforms let you monitor the changes in real-time for smoother cooperation.

It Is Scalable

Some business owners have qualms about document management, thinking the technology isn’t scalable. But the reality is different.

These systems are some of the most scalable office technologies available. There are two ways of increasing the scalability of the software:

  • Increasing the capacity of the database by adding more instances
  • Optimizing the performance to allow for more input and output within the same capacity

Whichever method, one thing’s for sure – your management solution can be adapted to the evolving needs and size of your company.

It Helps Keep Your Business Compliant

You often need to provide various organizations, such as the Department of Health and Human Services, with the proper paperwork to remain compliant and retain your business license. The paperwork sent to these institutions has strict formats that must be followed with each submission.

To ensure this, you should integrate with a document management program. By restricting access to files, your software prevents inappropriate edits to help keep you compliant.

It Facilitates Data Recovery

If you lose a physical document, the only way to retrieve the information on it is to rewrite it from scratch. By contrast, document management solutions store backup versions of your files to help you recover them within seconds.

Ready to Upgrade Your Document Storage and Handling? Reach Out to DTS

Gone are the days when you had to organize documents manually and waste thousands of dollars in the process. Thanks to document management solutions, you can redefine document storage, handling, and access. As soon as you implement one of these systems in your office, your productivity and data safety will skyrocket.

Only one question remains: who do you contact for next-level document management systems? Look no further than DTS. We offer a cutting-edge fleet of document management programs that will make a world of difference for your Bloomington, Minneapolis, or St. Paul business. Get in touch with us today to learn more about our services.

Get the Best Laser Printer for You

Getting the right laser printer will save your business money, effort, and time. Once you’ve considered all the factors and decided on the right printer for your company, you must get the right quality printer from the right vendor.

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