Digital document management is freeing businesses from the clutches of poorly managed information and processes. The digital emancipation is underway. This is hardly a surprise when you consider how the average employee spends 30 to 40 percent of their time sifting through email, paper documents, shared hard disks and filing cabinets.
All they want to do is locate the information they need to complete their tasks. Hours are wasted. Costs and tensions rise. This needn’t be the case. Digital document management enables organisations to save wasted hours then reinvest it into making their company more competitive.
Here’s 4 ways digital document management will give your business the edge it’s looking for.
1. Document management: productivity
Paper remains a necessary part of business. What’s unnecessary though, are the problems it causes. Digital document management will transform your current paper-based filing system. Your employees will be able to securely access information when and where they want. The work will flow. Instead of spending hours hunting down documents, your staff will be free to focus on progressing the interests of your business.
2. Document management: space
Space is a most valuable commodity. Even so, take a peek in the offices of organisations up and down the land. What should you find? That’s right: paperwork stacked floor to ceiling. This means that available space, which could otherwise be used to generate cash, has been vacuumed into the paperwork blackhole.
It’s important to take stock of the actual cost of wasted space to your retail business. Angele Boyd, industry analyst at IDC, calculates that on average, companies part ways with 1 million managing documents for every 10 million in revenue. And, get this, stats suggests a space-vacuuming four-drawer file cabinet costs an average $1,500 per year.
Hair-raising, we know. Thankfully, this needn’t be the case. Digital document management system delivers real savings on document storage, as well as copying, printing, shipping and personnel.
3. Document management: data security
Protecting data from the wrong hands is a must. Savvy businesses are therefore integrating security with process improvements. Like a printer and paper, the two go hand in hand. Businesses are embracing security and process improvements by way of capture, process and delivery workflow systems.
How does it work, you ask? Well the broad principles are simple:
- Capture data such as images, emails, documents and reports from devices such as smartphones
- Manipulate the data into practical portals (repositories/ locations) by which it can be streamlined to destinations to be accessed by people
- This assists in their day-to-day activities, improving efficiency and reducing costs as part of the rationalisation process.
A digital document management system also helps ensure compliance with industry and governmental regulations.
4. Business continuity
Things happen. And, when they do, they often happen at the worst of times. Murphy’s Law applies to business. When disaster strikes in the form of a fire or flood, an unprepared organisation can go out of business in as quickly as 3 weeks. Digital document management ensures business continuity and uptime in the event of a disaster. Documents can, for instance, be easily replicated and stored off-line or in the cloud as part of your disaster recovery solution.
More about digital document management
The first step towards documenting better business starts right here, today. And tomorrow you’ll be reaping the rewards of increased productivity and financial savings.