Eliminate Papers From Business With Document Management Software
Paper documents is a growing and persistent problem in most of the offices because they take up your valuable real estate space that could be utilized in a better way.Many businesses usually have a continuous flow of documents in the form of paper that are shared in the workplace. However, why to waste your time, money and resources by getting multiple copies printed when there are some alternative solutions available? If you as a business owner haven't invested in any Document Management System, it can be a smart idea.
Following is a list of questions that any business owner should ask before starting to eliminate papers from business:
Which of our departments have the most paper?
Accounts payable and Human resources can handle and process the most paper and it can gain the greatest efficiency by getting the documents scanned.
Can we automate any of our business processes?
It is very important to identify are there any business processes you can automate because it helps in gaining visibility, increasing efficiency and creating accountability. With the help of business process automation and implementation of e-forms, processing time can be greatly reduced.
Who will be assigned the task of scanning our documents?
It seems beneficial to get your working staff handle the task of document scanning, but outsourcing that work is more efficient and cost-effective. A certified and well-experienced document scanning partner can do the scanning jobs quickly and it allows your working staff to focus on the core business responsibilities.
What to do with the scanned documents?
After scanning, the digitized documents could be stored in adocument management system which is hosted in the cloud or on your internal servers. Wherever the documents are stored, they are 100% secure, easily accessible and tractable.
What to do with our original documents?
Once you upload the scanned documents into the document management system, there are two things you can do to your original documents: long-term off-site storage or shredding. The document scanning partner works with a NAID certified shredder to make sure your all paper documents are destroyed properly and securely and provides a certificate of destruction as verification.
Enterprise Content Management (ECM) is a system which has been designed to manage acompany's documents. Any Unstructured information such as Excel spreadsheets, PDFs, Word documents and your scanned images are first stored and is made accessible only to the right people at the right time. The only driving force behind the implementation of an Enterprise Content Management System is to do better business. By eliminating your dependence on paper and organizing the unstructured info according to your business needs, companies are empowered to work more efficiently.
Benefits of Enterprise Content Management System It reduces your Paper Consumption
Relying on paper documents could be inefficient and time-consuming for your business. Physical copies may be misplaced or take a lot of time to transfer or send from one location to another location. Not only is this a waste of time, but also the documents printingis time-consuming. Documents printing on daily basiscan also be very expensive for your business. By using Enterprise content management system and eliminating papers from your business, you can actually save hundreds or thousands of dollars annually.
It Increases your Office Space
By using ECM and reducing the number of physical papers which your company prints or documents your company stores, it can increase the space of your office. By reducing the number of paper you produce you can also decrease the number of filing cabinets you typically require.
Scan, Store, Select
A scanning document management software enables you to file your documents digitally. By using this digital filing method one can scan, file, and manage the documents his office may require. The digital filing method enables offices to reduce the amount of physical papers they need. Not only is this form of filing more sustainable for the country's economy, but it can also increase your company's productivity levels. While searching for an electronically stored document one can simply type the document nameand it appears.