Do you feel like you are drowning under the massive amounts of paper documents in your office? Not only is it extremely overwhelming to have to dig through mounds of paperwork to find a specific document, but the clutter can have a significant impact on the productivity of your business as well. A document management system is designed to help you declutter your office and make it easier for you to find the documents you need without digging through mounds of paper.
What is a Document Management System?
Basically, a document management system is a centralized database that is used to record and file documents, which essentially replaces your current paper-based filing system. When it comes to sensible business solutions, the organization of documents is critical.
Having all of your documents stored in an electronic format, as opposed to a paper format, allows all of your employees to have access to the files without the risk of documents being lost or misfiled. One of the best benefits of document management systems is that single documents can be filed in multiple folders. So if a document relates to more than one project, the main document can be accessed for each project as it occurs.
The system can also accommodate tasks such as spreadsheets, images and/or word-processed documents. Instead of storing old records in several different filing cabinets, old records can be archived and moved off-site.
Storage, Retrieval and Distribution
A key feature of document management systems is the ability to capture data and index the data in a way that storage, retrieval and distribution of documents become instant. When your business’ documents and information is organized, it makes the overall management of your business much more efficient. Once the information has been stored, it will be available to all authorized personnel when they need it.
One of the most difficult things about clutter is the ability to have a smooth workflow. When your documents are all stored in one easy to access location, there are no delays in business due to retrieving or sorting through documents.
One of the best features of document management systems is secure storage of documents. The system can keep all of your documents in various types of media, depending on certain factors, such as how frequently they are used, the nature of the document and how easily they should be accessed. For example, certain documents, such as patient files, require higher security than employee manuals. You can limit the users who have access to highly secured documents, like patient files. This significantly reduces the risk of a breech of confidence occurring.
Document management systems are beneficial for many types of businesses, including those who have a need for legal documentation and/or private documentation. The system is able to archive and save documents that adhere to legal standards, such as HIPPA. Document copies can be printed through online means by the intended recipient without having to mail a physical copy, which significantly lowers the risk of personal information getting into the wrong hands.
If you are ready to declutter your business and better organize the efficiency of your workplace, contact EDGE Business Systems to learn more about the business solutions we have available for your business.