Does your business depend on documents? Whether paper or electronic, these files are vital components of almost any enterprise.
Nevertheless, the largest numbers of offices are interested in becoming paperless due to the high operating costs of storing paper files. A document management system (DMS) is what every company needs to keep its paperwork secure and organized. These systems are special types of software, which retrieve, store, and distribute electronic files.
Besides reducing costs and wasted time, DMSs increase productivity and improve collaboration between departments.
Have a look at the five main advantages of data and record storage solutions.
Reduction of storage space
One of the most appealing benefits of data and record storage solutions is the reduction in storage space. The costs of storing paper documents increase over time, as businesses are required to purchase boxes, file cabinets, and storage bins to store all the paperwork. Additionally, they are supposed to make room for all of these storage containers.
Moreover, it is estimated that document storage accounts for approximately fifteen percent of the entire office space. Given the high prices of renting office space per square meter, a large portion of the budget of companies is allocated to storing documents. Since data and record storage solutions are software-based, businesses are able to free up some of their space and reduce their costs. If they have to store some hard copies, there are more affordable locations for doing so, such as warehouses.
Document scanning
Document scanning is an effective data and record storage solution, allowing businesses to organize, store, and manage their records electronically. It supports the goal of offices to go paperless and reduce their operating costs. The elimination of paper files not only saves space but also improves security and protects data. The risk of misplaced and lost hard-copy files is reduced as well. Find out how businesses benefit from document scanning.
In addition, the files submitted for scanning to document management providers can be shredded at the request of clients, free of charge. These providers are able to scan a variety of documents, such as architectural drawings, medical records, insurance records, employee files, financial statements, tax records, account payable records, etc.
The scanning process commences with a collection of the documents and their transportation to a facility. Afterward, specialists get the paperwork ready for electronic conversion. The process of scanning is performed by high-speed scanners, which guarantee precision. The files are converted into a digital format and indexed in accordance with the requirements of clients.
Businesses can use the online database of DMS providers to access their files 24/7. They can choose from multiple scanning solutions, such as ongoing and backfile paper scanning, as well as scanning on demand. Ongoing scanning means that you can receive these services regularly, depending on your budget.
Backfile paper scanning, on the other hand, is an ideal service for businesses that need to scan piles of documents accumulated over the years. There is a myriad of full-service document management providers, such as https://recordstorage.com , providing various data and record storage solutions. For instance, scan on demand is a suitable service for companies that need to scan a limited number of files occasionally.
Improved security
Another benefit of trusting your data and records to a document management provider is the improvement in security. Data security is of the utmost importance for businesses and organizations, which require the protection of sensitive information. The majority of companies are believed to have more than a thousand files containing sensitive information, such as health records, credit card numbers, etc.
Nevertheless, DMSs allow better control over files with sensitive information by restricting access to certain groups of individuals. The access to files can be adjusted at each folder level, thus preventing severe consequences. Additionally, managed files are traceable, meaning companies are provided with detailed information any time a person views a document, such as the time when it was accessed and whether any modifications have been made to it.
Easy retrieval of files
Document retrieval isn’t the easiest of jobs when it comes to locating paperwork. The process of retrieving such files is known to be painstaking and time-consuming. Office workers are believed to spend approximately thirty percent of their working days searching for printed documents or reproducing lost ones. This practice not only strains the budgets of organizations and companies but also limits growth and obstructs productivity.
In contrast, DMSs make the retrieval process uncomplicated and quick in comparison with traditional retrieval. Office workers can retrieve files just by typing in a word or a phrase, which provides immediate results. Also, the largest part of DMSs enables employees to access files remotely, provided they have an internet connection.
Improved collaboration and productivity
Another benefit of investing in a data and record storage solution is the improvement in collaboration between employees. The dysfunctionality of work teams stems from a lack of collaboration between departments. A DMS enables employees to share documents via the Internet or email, which improves workflow.
Furthermore, workers from different departments can work on files without investing any special effort. For instance, a person from the marketing department can send invoices over email to his/her colleague in the accounting department. The accountant will then pay the invoice and change the status of the file to “paid” in order for everyone to be informed.
Apart from experiencing an improvement in collaboration, organizations that have invested in a DMS stand to gain from enhanced productivity. The increased speed of document retrieval is essential for increasing client satisfaction and boosting staff morale. Data and record storage solutions are scalable, meaning they can meet the changing needs of businesses. These systems improve productivity by offering several advantages like competitiveness, flexibility, better relations with the clients, and peace of mind.
A final note
Paperless offices are an ongoing trend, which many organizations try to adopt.
A DMS is essential for every business struggling with piles of paperwork that can be digitized!
