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Do You Need a Document Management System?

 

Do You Need a Document Management System?

Are you still storing your paperwork in an overflowing filing cabinet? The files are likely casually organized, and you might even have some on the floor or stashed away in office drawers.

If this sounds like you, it might be time to consider a document management system. Then, you can digitize your documents and get rid of your filing cabinets for good!   

Let’s take a closer look at how a document management system works, along with some benefits. Then, if you want to upgrade, your local authorized copy machine dealer, like AOS, can help.

By the way, are you wondering how to tell if a local copier dealer is the right fit for you? Read our article to help make this decision a little easier, How to Find the Best Office Copier Companies Near Me.

 

Top Benefits of a Document Management System

You have several options when choosing a document management system. You can implement a system for content or records management or go with a digital file system. You can also choose between a cloud-based or private server system.

Regardless of which one you select, you can expect it to have three key features: 

  1. You can use the system to capture paper documents, emails, and external applications.
  2. It will provide central document storage.
  3. It will allow you to retrieve and distribute documents with ease.


Benefits of A Document Management System

Improves Document Security

Unfortunately, security breaches are becoming more and more common—and digital, and paper documents are vulnerable to these types of cybercrimes. If you want to secure all of your sensitive and essential information, it’s time to upgrade to a document management system. 

Security features keep hackers at bay while also giving organizations control of document access. You can even see who has viewed documents when you use such a system. 

Security should be a priority for all organizations, so upgrading to a digital document management system is necessary.  

 

Ensures Regulatory Compliance

If you work in an industry with strict regulatory compliance guidelines, you likely spend some time worrying about running afoul of the law. You could face harsh fines or even lose your business license.

If this is a concern, it’s time to upgrade to a document management system. You can use a system that helps you meet all the guidelines. 

For instance, if you work in the medical field, you need to comply with the Health Insurance Portability and Accountability Act (HIPAA). You can use a document management system that allows you to control access, prevent unauthorized changes, and more. 

This even comes in handy when making sure your printed or copied documents don’t end up in the wrong hands. 

By the way, office copiers and printers are still a thing! Even if they seem outdated, I promise—they’re not! Read our article to learn more, Top 3 Reasons Your Business Still Needs an Office Copier

This is just one example of how your document management system can ensure regulatory compliance. Your local copy machine dealer can help you find a plan that works best for your industry, employees, and clients.

 

Grows with the Business

Your filing cabinets served a purpose at one time, but they are not scalable. You can only fit so many filing cabinets into your office and so many files into each cabinet. That’s why so many companies end up renting storage units to house paper documents. 

A document management system is scalable, meaning it can grow with you. It can accommodate any number of documents, so you never have to worry about storage.

 

Increases Efficiency

Document retrieval is also a breeze with a document management system. The system will index your documents, allowing you to find what you need in a matter of seconds. 

Even more importantly, you won’t have to worry about lost or misplaced documents when you use such a system because they’re easily searchable. The papers will be there when you need them, so you won’t waste hours looking for something that someone accidentally threw away. 

You also won’t have to spend countless hours recreating misplaced documents.

 

Improves Document Sharing

Do you share or collaborate on documents with people in different locations? If so, it’s time to get a document management system. 

You can grant access to people, regardless of their location. Then everyone can view and collaborate on documents. You can even track the changes, so you are always in the loop.

 

Easier Backup and Recovery

What would happen if your office caught on fire or flooded? Your filing cabinets would go up in flames. You could also lose the documents stored on your computer if you don’t have a backup and recovery system in place. 

Fortunately, you can upgrade to a document management system to ensure that you can quickly regain access to your files. You can get a system that includes automatic backup and a disaster recovery plan. 

Then, you will never have to call your clients to tell them that you’ve lost contracts or other important data.

 

Cuts Down on Emails

Did you know that the standard office worker receives an average of 121 emails per day? That’s a lot! When you consider that it takes around 20 minutes to resume a task after reading or responding to an email, it’s clear that this is a problem. 

An electronic document management system can help you cut down on the emails your employees send and receive. Instead of emailing documents, people can add them to the system. 

Your remote and on-site team members can then access them when needed instead of getting interrupted by emails. If you want your employees to become more productive, consider a document management system.

 

Saves You Money

This might come as a surprise, but you can save money when you switch to a document management system. You won’t need to spend money on storage for your documents, and you can also make more use out of your office space. 

When you combine the two, it’s easy to see the potential cost savings.

 

The Final Say: You’ll Easily Benefit From A Document Management System

Document management systems are an excellent choice for most businesses and organizations. However, they aren’t all created equal. 

It’s critical to choose a system with key features such as scalability, security, disaster recovery, versioning, and collaboration. You also want something that fits into your company’s budget while still addressing your individual business needs.

AOS can match you to the ideal document management system for your business. We can help you choose a system with the features you want and need, and then you can add features as your business grows or your needs change. Make sure to reach out to one of our business technology consultants today to find out more about our document management systems and managed print services.  

 

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Topics: Document Management System

Brad McEldowney

Written by Brad McEldowney

AOS has been providing a culture of care since 1969. I have the privilege of following in the footsteps of my father and grandfather in serving as the third generation of ownership for our company. We sell and service office equipment, software and technology that helps your business or organization run smoothly. We are nationally recognized for the level of service we provide our clients and have seen consistent growth as a result.