The daily rigors of modern business has become synonymous with stress, overwork, and tons of tasks that are essential to sustain and grow the company. So, how can you take the time-sucking task of finding documents out of your workflow? Let’s find out.
Business Realities Regarding Documents
Can you believe that it was in the mid-1970s when the idea of a ‘paperless’ office first came into existence? It was 1975, and BusinessWeek wrote an article predicting computers would automate processes for record-keeping and bookkeeping. That idea has now extended with just about every document imaginable, and electronic documents have become a way of life. Documents need to be stored in a way that will allow for quick retrieval, fast sharing, and highly secured storage. Proper document management is critical for compliance, and of course, auditing.
What do you do without a Document Management System?
Without a Document Management System a business has to deal with daily activities that take away from their core competencies. For example, creating “share” drives on their company’s network, and using network folders to organize various subjects such as clients, prospects, items, assets, etc. To ensure security, the network would need to deploy network security over all the folders which is a very risky task as hackers have been known to steal and hold data for ransom, all while training users on the correct protocols. They do this all in the hopes that the employees will follow the rules and not lose the hard copies of policies that are locked away. And don’t forget the offsite backup solution to protect your business when servers fail or a natural disaster strikes!
The Benefits of a Document Management System
Companies that utilize Document Management Systems have the ability to:
- Organize groupings of documents to make it easier and faster to find documents
- Documents are stored in a database system, such as Microsoft SQL, allowing for more controls to be set per documents and groupings, as well as per employee roles
- Set document types, who can have access to them, and who can download or create new documents
- Documents can be archived, and limits on deletion of documents can be set
- Employees can access documents remotely, with permission
- Employees can’t circumvent protocols and system controls, insuring compliance and peace of mind
Document Management is Affordable
A Document Management System gives companies the 1970s dream of a paperless office, but without the hassles of setting up the system themselves. Businesses get reliable controls and processes for documents, and employees waste less time searching for documents. Document Management systems are affordable and requires less ongoing maintenance than a share drive. Stop being bogged down by inefficient tasks and allow your company to focus on the processes that will continue the company’s growth. Contact The Attivo Group with your questions about Document Management for your company.