Proper documentation can mean a lot to any organization. However, struggling through all the layers of paperwork can be a hassle. To illustrate, Market Watch has an article discussing the advantages and disadvantages of having organized document management and gives a few examples of why disorganization is bad:
Disorganization could mean you spend more time printing or pushing papers. For example, the National Taxpayers Union estimates that the average U.S. taxpayer spends roughly 19 hours pulling together information for his tax return and filling out forms, while most office workers spend 30 minutes each week hunting for paperwork on a disorganized desk, according to a survey from office product manufacturer Brother International.
Dependable document management services provided by companies like Spectrum Information Services would be able to reduce the amount of digging around in paperwork that your employees will have to do. This can be done through several methods.
First, your office can hire experienced document scanning services to help digitize paper documents. This reduces the amount of physical paper in an office. Additionally, as digital files, documents would be easier to store; all you need is a secure database instead of space-consuming file cabinets. It will also be easier to search through than the normal pile of papers.
Second, proper document management requires a proper filing and indexing system. For easy integration with your digitized files, this means the development of software to index and file your documents as they are added to the database. With proper indexing, employees would be able to access the files they need quickly and easily. This also helps keep records up-to-date, a necessity for important files like company records and contracts.
Third, proper document management also ensures document security and safety. Documents, both paper and digital, can be fragile. Physical documents can be destroyed easily through fire or water damage, while digital files are at risk from having their storage medium destroyed. This is why document management also involves providing backups for important files, which are usually stored online or in certified, secure data centers.
Likewise, documents need to be protected from thieves who want the information contained on them. Having a trustworthy, dependable document management service to keep your files safe at all times is a prudent business decision.
(Source: How To Manage Important Documents, Market Watch, July 5, 2011)