Many companies are unsure as to whether they should begin implementation of a document management system to automate their business processes. It seems to be a growing trend in the business world especially among corporate offices where the workflow is teaming with paper documents, but is it a good fit for every business? More importantly, is document management a fit for your business? Below are a few questions to ask yourself before making a complete transition into a paperless office.
- Are you and your employees overwhelmed by large amounts of paper documents and files? One of the first considerations to make when contemplating a document management system is obvious- the paper flow. If an excessive amount of paper in your business process is starting to make the process inefficient, it’s time to start looking into alternatives. A paperless workflow will eliminate the inefficiencies caused by an overwhelming amount of documents.
- Are you spending far too much time looking for lost or misplaced documents? Another point to consider is how much time you or your employees are spending on searching for documents on a daily, weekly, or even a monthly basis. Document management systems will enable you to store all your paper files in one centralized location-the cloud- where you will have instant access to any documentation that your personnel may need. Simply type in a keyword and your query will pull up the document you requested.
- Are there undue lag times in coordination between different departments or offices? Paper
documents tend to slow down synchronization in a company for the simple reason that it is not the fastest way of dispersing information. For that matter, neither is email. Document management systems put your important files up to the cloud, making them easily accessible to anyone, anywhere.
- Are your business critical documents secure from unauthorized access and theft? Scanning documents and storing them in the cloud can allow for enhanced security of said documents. The digitized files can be password protected and accessed only by authorized personnel.
- Have you implemented a disaster recovery plan? Many companies rely on their business-critical documents to operate on a day-to-day basis. During calamities and natural disasters such as fires or floods, many of these documents are lost or destroyed and subsequently the business cannot survive.