Document Management Solves Storage and Retrieval Issues

document management

The increase in regulatory and legal compliance, as well as internal quality measures, has changed the way we do business. The knee-jerk reaction of save everything led to massive amounts of paper cluttering up files across the country. The good news is that document management has modernized the way company’s save and store critical data.

Save and Secure

When “save everything” became the mantra of compliance officers everywhere, it was in response to regulatory concerns; little thought was given to the impact this would have on overall business functionality. Saving everything may seem like a great idea, but trying to locate a file later can be problematic. Everyone has found themselves wasting time searching (often unsuccessfully) for a particular document, which wastes time and leads to frustration. That's why document management with digital document storage is an ideal solution—it allows you to save documents for compliance regulations and easily retrieve that file when needed.

File and Retrieve

The flip side of saving documents is that you must be able to locate and access them easily. Huge file cabinets do not make that easy. Plus, what if a document is important to more than one file, how do you decide which folder to store it in? With document management, you don’t have to worry about which file is where because records are stored in one secure location and can easily be retrieved with tags and keywords.

Although document management was born out of the need to comply with retention policies, it is not just for old or “dead” documents. It impacts files being worked on and edited every day; therefore, it has evolved to meet the day-to-day needs of employees and businesses. You don’t only store files once you are done with them, you work is ongoing, and you need a DM solution that grows with you.

Efficiency Reigns

The effectiveness of document management has far-reaching effects. Knowing that data is securely stored and available as needed allows your business to increase productivity and improve workflows. Data can be accessed by different employees across various locations, which means that work can be completed quickly and efficiently, even if you have multiple offices or employees working remotely. Document management is designed to work for you so that you can focus on running your business, not worry about document storage.

If you have any questions about how document management can improve your business workflows, contact us for more information.

Resources

Cloud Solutions Article Cover
A cloud-based service to manage documents might considerably reduce time and money wasted as well as allow mobile workers to access and create new folders, collaborate and share...