It’s inevitable. Nearly all businesses, regardless of industry, find themselves a position eventually where they need to get serious about how they process, manage, and organize their documents—both hard copy and digital.
An electronic document management system is more or less what it says on the tin: a systematic approach to managing documents for your entire business electronically.
The Benefits of Digital Archival and Reduced Reliance on Hard Copy Documents
Many businesses have found that after implementing a well-planned management system that their reliance on hard copy documents is substantially reduced, which leads to several benefits, not the least of which is cutting down on expenses.
Many offices are still “chained” to their hard copy documents—staff spend more time looking for documents, documents can be lost or accidentally destroyed, and the storage space for bulky filing cabinets, as you may know, can be expensive.
Storage space aside, the real cost is in lost time. What if you could cut down the amount of time your staff spends looking for paper documents from, say, five to ten minutes to five to ten seconds? If you’re like most businesses, that would have a significant impact on your bottom line, year after year.
An electronic document management system aims to do exactly that. By streamlining your document processing with a system such as SharePoint, your staff will have the tools they need to become more productive, more efficient, and contribute more to the elements of your business that really matter, like sales or customer service.
Let’s take a look at how it works:
What Happens After Implementing an Electronic Document Management System?
Generally speaking, once your staff is used to the new way things work, you’ll experience a significant, measurable increase in productivity. Rather than looking for documents in filing cabinets, employees can simply search for the document they need on your document management system.
Documents can be quickly and easily sent between team members, worked on simultaneously, and send to clients, usually via email but also through fax if desired. If you’re running Xerox ConnectKey enabled devices, integration with popular CMS platforms like Salesforce is also a simple task.
New documents that need to be processed can be scanned into the electronic document management system quickly and easily; the system will automatically name and organize these files for you for easy retrieval at a later time.
These benefits are really just the beginning—once you have an electronic document management system set up, you’ll wonder how you ever got anything done without it.
I’m In! What Options Are Available?
The team at Preferred Document Solutions can help you customize your system to make sure that it does exactly what you need it to do. We believe that technology should work for you, not the other way around, and all businesses have unique needs and goals.
We’ll help you implement an efficient workflow system for adding new documents to your system, so that you can begin archiving your current collection of hard copy data and all new documents that need to be processed as well.
If you have an existing document management system, we can help you modify or upgrade the system so that it meets your business requirements—there’s always room for improvement.
Learn More About Streamlining Your Document Management System at Preferred Document Solutions
If you’d like to learn more about how to set up an electronic document management system, please feel free to contact us at Preferred Document Solutions.
Visit us at our convenient Colorado Springs location or call us at (719) 634-1134. We can’t wait to show you how much time your business can start saving!