What is document management?
Being efficient is a never-ending process. Companies are always striving to increase efficiency in operations while minimizing process defects and improving overall performance. In addition to the environmental benefits and cost reductions associated with moving to a paperless environment, going paperless decreases the time involved in nearly every aspect of traditional document processing.
The depth and breadth of paper use in our society is overwhelming. The more society grows, the more complicated it becomes to gain access to accurate and relevant information and so the process slows. Conversely, the public’s expectations for quick, immediate access to information continues to increase.
Regardless of whether you call the person whose documents you’re handling employee or customer, people desire their information to be maintained confidentially, with secured integrity and availability when needed. These three tenets of information protection are difficult at best to maintain in a paper-only environment, driving the need for a document management system. Just as it is generally understood that streamlining and consolidating servers and infrastructure will maximize data center utilization and enable businesses to more quickly respond to changing IT needs, a document management system offers a solution to paper-intensive operations that provides similar economies of scale.
Document management systems come in many shapes and sizes, from systems designed to archive medium-size office documents to full-scale enterprise solutions. They all serve the same goal: to provide a systematic method for creating, capturing, categorizing, storing, locating and retrieving documents. An effective DMS facilitates the sharing and secure distribution of documents and helps reduce the costs of document distribution and filing.
A DMS should also improve and protect access to information, comply with government regulations and improve upon operational efficiency. Whether your company is a medium-size operation or a large retail chain, a DMS can meet demands to efficiently organize and manage the flow of information both internally and externally, and may substantially reduce the cost of operations.
All document management systems are not created equal, so you’ll want to be discerning when determining the right one for your company. When chosen correctly, a sound DMS will ease continuity and disaster-recovery planning efforts, and help your business maintain regulatory compliance and avoid legal entanglements or penalties.
Give us a call and see if MaxxVault is the right solution for your organization. If it isn’t, we will point you in the right direction!