There are 14 item(s) tagged with the keyword "Document Management".
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More than 40 years after the idea of the paperless office was predicted, the average workplace still relies on paper in its everyday business processes. Despite all of the hoopla surrounding this concept, paper usage has not declined at a significant rate since its original prediction to do so back in 1975. In fact, an estimated 15 trillion pages are printed worldwide each year. While the prediction may have been premature, modern workplaces are indeed less reliant on paper, and that trend is only going to continue. With that in mind, let’s take a look at what the paperless office entails, and whether or not an office free of paper is actually attainable.
If your business is like most, you still rely on paper documents in your day-to-day operations. However, many companies are benefiting from converting these documents into digital versions and working with them electronically through document management. Are paper documents bogging down your workflows and business processes, while hampering your regulatory compliance? To determine whether it’s time for your organization to implement a document management solution, here are some of the warning signs to be aware of.
While all document management solutions are not the same, there are best practices you can apply to each of them to help get the most out of the one you choose.
Know your documents, processes, and workflows — To ensure your document management solution is properly configured and meets your needs, it’s essential that you know your documents and how they are utilized within your processes and workflows. The average company has a wide variety of documents stored in different places, so it’s important to have a solid understanding of your files and forms.
Your business has already turned to document management to eliminate paper from your office. You’re now realizing the many benefits of storing, archiving, and managing documents and files digitally, improving both efficiency and productivity within your organization. But are you sure you are maximizing your return on investment (ROI)? Here are the best practices you should follow to ensure you maximize the ROI from your document management solution.
Staying organized in a small- to medium-sized business (SMB) can be difficult. SMBs frequently struggle matching workload demands with the number of employees they have on hand, which oftentimes leads to clerical errors and disorganization. But, did you know that staying organized with tools like document management software can actually save you time and money? Here are a few key ways document management makes life for SMBs easier.
Streamlines Records – Forget about figuring out where to place another file cabinet and ditch your storage unit—and the invoices that come with it. With document management, you reduce the amount of physical storage needed to maintain records. Better still, the software is designed to help you remain compliant, so you don’t have to worry about your next audit.
Have you considered how holding on to paper could be hurting your business? Here’s why:
Lack of Security - Paper storage is vulnerable to a multitude of threats. From fire and water damage to theft and loss, protecting, securing, and keeping track of a physical piece of paper is not easy.
Lack of Flexibility - Physical documents exist in one, unadaptable form that only can be shared via multiple copies. Digital documents are the easiest way to ensure your files can go where they need to safely and can be worked on easily by multiple people simultaneously.
Added Expense - According to Risk Management Magazine, the average employee uses 10,000 sheets of paper per year, and between capturing and storing data on paper, businesses spend over $30 billion annually.
Contact us today to learn about our solution for digitizing your documents and eliminating piles of paper from your organization.
With so much to manage in today’s fast-paced business environment, it can be a challenge to find the time to step back and reconsider some of your company’s strategies. But many of these “strategies”—like document management—are more long-ingrained habits rather than thoughtful approaches. Consider the following questions to help you determine whether it is time for a change.
Why isn’t it working? Professionals report that the two biggest problems they face are not being able to find documents and version control. You need a comprehensive document strategy that will minimize risk and maximize benefits.
The explosion of digital technology has provided countless benefits to today’s businesses. With Document Management, you have unprecedented power to manage, store, and access your digital business documents. Following a few best practices will ensure that you make the most of your investment in a Document Management solution.
Develop a smart metadata strategy — Not unlike paper documents, without a smart system, digital documents can become unwieldy piles of data. With Document Management, accessing a document is facilitated by what it is, rather than where it is. This means that each file should have all pertinent data properly indexed in order to be found, such as customer identification, dates, project names, and other keywords. Systems with smart, relevant metadata strategies make it easy to search, display, and organize documents.
Are your paper-based processes holding your business back? Many companies never stop to ask this question or analyze how antiquated workflows can lead to bottlenecks and unnecessary expenses. But ignoring your paper pile-up will end up costing you—time, money, and your competitive edge.
Companies that cling to paper-based filing systems lack efficiency and productivity in their workflow processes. The average employee spends 30 to 40 percent of their time searching for documents or looking through information. But, upgrading to a digital document management solution streamlines business processes and the flow of information, maximizing productivity, cost savings, and security.
Many businesses find it difficult to strike a balance between physical documents and the often elusive dream of going paperless. Although both physical documents and digital documents offer their own benefits and drawbacks, one of the primary concerns for businesses is how to bridge the two worlds.
By utilizing scanning solutions, your business can save time and money while closing the gap between paper and digital files. But, many businesses only use scanning as an occasional supplement to business processes, when in fact document scanning can help solve business problems altogether. Here are five practical ways scanning can improve your document processes.
Displaying: 1 - 10 of 14