A recent PriceWaterHouseCoopers study on the money and spent of a typical organization on managing and storing documents reveals that 7.5% of a company’s documents get lost and about 3% get misfiled. This means that about 1 in every 10 documents an office owns are hard to retrieve or can’t be retrieved at all. In an information-driven world of businesses, a lost, misplaced, or misfiled document is equal to lost company money and time. In extreme cases, it could mean lost client or business venture. Of course, lost documents can be replaced, but the process can be timeconsuming and expensive.
Whether you’re just starting out or a long-established organization already, having a reliable document storage and management system is vital. If you don’t want to lose or misplace any document again, shifting to a paperless document management system (DMS) is what your organization needs. A DMS is a computer-based system of creating electronic images of paper documents and storing them in a central location. This way, no document is ever misplaced or lost. Paper-based document distribution involves removal of documents from storage and taking them to desks, which often leads to misplacing or loss of documents. With DMS, misfiled documents can be easily found and re-filed to their right places using built-in search mechanisms.
Control over your documents is absolute. You can retrieve your documents right from your desk or even while traveling using your laptop. Other users within the DMS system can also retrieve the documents simultaneously with you.
Paper documents can be easily damaged by flood, fire, theft, vandalism, and other man-made or natural disasters. With DMS, you’ll always feel confident that your documents are safe as it creates a backup of documents. This failsafe archiving of documents coupled with disaster recovery program ensures you never lose any document.
Lastly, DMS removes the possibility of theft or unauthorized removal of a document. DMS includes a historical record of who views or modifies an item. You can also control who accesses documents at the folder or document level. With DMS, you can stop worrying about losing any document.
