It wasn't that long ago that businesses relied on paper filing systems to store and organize essential company data. Heck, there are still plenty of businesses that subscribe to this antiquated form of document management.
With so many digital systems providing a bevy of benefits these days, however, it's becoming more and more costly and inefficient to store hard copies. Plus, digital file storage provides an eco-friendly alternative to deforestation.
Why should you upgrade to a digital document management system? How can this software help to streamline your operations? Here are a few benefits you'll enjoy when you utilize suitable document management software.
If you still rely on a paper filing system, chances are you've had to allocate office space for filing cabinets that could be better used for other purposes. In addition, it might be difficult to control who has access to sensitive documents when they're all stored in the same place.
Don't forget the costs associated with printers and ink, wasted space, endless reams of paper, and wasted time while employees search for documents, especially if they've been misplaced. What happens if you suffer a fire or flood? You could lose all of your data in one fell swoop.
The long and short of it is that you'll increase efficiency and productivity and save money in a variety of ways when you upgrade to a digital document storage and management system.
Once you've scanned all your hard copies into digital format, you need a way to compartmentalize them by category, department, chronology, and of course, confidentiality. Your document management system should provide you with a variety of options for organization and compartmentalization to suit your business needs.
This is a major concern for any business, and the prospect of switching to a new system can be stressful when you're still determining how to secure documents from both inside and outside threats. There are several ways in which digital documents excel in this arena, especially when managed with appropriate software.
First and foremost, you can make backups of files to ensure that should your system be compromised, you can always return to a recent save point so as to interrupt the flow of business as little as possible. Many document management systems also include protective measures like encryption, password protection, and administrative permissions to ensure the highest level of security. All it takes to get at paper documents is a letter opener to jimmy the lock on the filing cabinet.
Increased access to data is one of the greatest benefits of upgrading to a digital document management system. The ability for departments and programs to share data can significantly increase efficiency and transparency. In addition, files will never be misplaced, and information can be easily located through search functionality. This all bodes well for productivity, communication, and more efficient operations overall.
Peace of Mind
Are you tired of wasting money on inefficient printing operations? Do you want to have peace of mind that everything printed by your business or present on your server is intentional and secure? Then contact TPM about our document management software today so you can increase productivity while putting controls in place to properly manage all your documents.
To help your business “Do More, Print Less,” give us a call at (800) 922-1145 or contact us online online at any time. If you are unsure about integrating the new software into your workflow, not to worry: TPM offers support for all of our software products. Talk with our support team or schedule a training session today.