Is your business still storing its documents the “old-fashioned” way in filing cabinets? If so, then it may be time to make the switch to a document management solution. In doing so, you can streamline operations at your place of business while also improving data security. Not sure where to begin when it comes to document management solutions? We’ve got you covered with the basics.
What is a Document Management System?
While document management solutions can vary in their exact scope and services, the purpose of a document management solution is to digitize file storage. Typically, documents are digitized through the use of scanners and then uploaded and converted into digital files on a secure, cloud-based server.
Many document management programs also come with tagging and search features, which allow for quick and easy retrieval of documents when they’re needed. Some programs may also offer features such as access control and change tracking.
Benefits of Implementing Digital Document Storage
Digitizing your files and document storage offers a number of benefits. For starters, you can free up physical square footage at your office or place of business by eliminating the need for bulky filing cabinets. Instead, your documents can be stored on a remote server (and backed up on a separate hard drive for added security).
Speaking of security, digitizing your files is the best way to optimize data security within your organization. With features such as access control and multi-factor authentication, you can make sure that nobody gains access to your company’s sensitive data and files. And since your files will be stored on a remote server, your information will even be safe in the event of a fire or natural disaster (such as flooding) at your physical location.
Digital document storage solutions can also save your business money and increase productivity. That’s because you’ll be at less risk of misplacing important documents and needing to recreate them. Meanwhile, search features offered by many document storage platforms make it easy to locate files quickly, thus saving your employees time and hassle.
Where to Begin With Document Management
As you can see, there are many benefits of making the switch to a digital document management system. If you’re still using filing cabinets and physical copies of your important documents, it’s probably time to upgrade your system.
When searching for a document management solution, there are a few things to look for. Start by finding a platform that is designed with your specific industry in mind. For added security, you may also want to look for a service that offers some sort of backup server where copies of your documents can be stored.
Making the switch to a document management solution can save your business time and money while also boosting productivity. Looking for more ways to streamline your company’s day-to-day tasks? Our team at Counting House Associates is here to help, offering services ranging from bookkeeping and accounting to payroll and HR. Contact us today to get started!