With the latest innovation and advanced enterprise solutions, businesses are changing at a rapid state. It is essential for them to stay on track with the changes taking place in technologies and adapt as per the change. A large business also has a few troublesome issues, but significant is managing the paperwork.
Managing of documents is a crucial task for a business since it needs the ease of finding the correct text at the right time. Statistics say that on an average, knowledge employees spend 50% of their time in creating and preparing the documents.
Many off-site file storage services provide document storage at their storage facility but charge hefty costs like Pickup service costs approx $20 plus a $3 per box handling fee. Regular delivery service costs additional $20 and rush delivery peaks up to $50 sometimes.
Here are some significant problems an effective document management system can help you solve:
Inability to Find the Right Document at Right Time
It is the most common headache for employees when you’re asked to fetch some document, and you can’t find it where it’s supposed to. Inability to see the report affects adversely on the performance of employees as they lose much time in doing non-productive works such as finding a document.
A valid document management system allows for document storage, document archiving and the ability to search for a document quickly and efficiently instead of searching through a file cabinet. A quality system ensures that your files are duly organized and easily accessible to every user. It should also feature an optimized search function to look up a document quickly.
Physical Space Occupancy
File cabinets occupy a sizeable physical space in an office. It is generally undesirable for an employee to search for a document in a large area. It is equivalent to finding a needle in a heap of husk. Over the time, eventually, reports are vulnerable to getting degraded with effects of weather and micro-organisms. Statistics say it takes approx 5 minutes to walk to a cabinet to find the document and return it.
Document management system takes almost negligible space to store your documents securely eliminating the possibility of degradation and extending its life to virtually forever. The documents digital storage provide systematic distribution of documents for easy availability and also offer document routing facilities across different locations.
Older Versions of A File
A large number of businesses work on an inefficient document management system that doesn’t update the storage with the newest versions of documents. A survey by Harris Interactive says that about 83% of knowledge workers in the US and UK waste their time every day because of versioning issues. It was seen that 4 out of 5 knowledge workers lose time because of document versioning problems.
High-end document management systems have avoided this problem. They maintain records of when a document was changed by whom and what changes are done. They inform the users whether they’re working on up-to-date version or not with the facility to work with previous versions too.
Many companies have a form to fill out for every new employee and an interview candidate. Both ways are separate since one type is before recruiting and the other is after. This problem can be avoided by providing one digital form and later using the same kind upon the hiring of the candidate.
Businesses are involved in many such repetitive practices of documenting. This problem can be avoided by document management system that provides easy creation of new documents, preventing duplicate forms and eliminating the ones which are not required.
Security and Permissible Access to Files
Physical file storage is highly vulnerable to unrestricted access to the documents. Cases of document theft have been reported in the past even from secured storage areas. It is of utmost priority to have a secure document management system.
Advanced document management systems provide a standardized repository so that only authenticated people can have access to the documents they require. Also, they have multi-level security provisions to protect your documents from users with malicious intentions.
Overall, it gets proved that with digital storage facility for documents, one can avoid significant difficulties and instead use valuable time in productive activities. A quality solution for digitizing documents can simplify the document handling activities by documents, which in turn creates a better workplace environment.