Many companies today are making the switch to paperless document management systems. Why? There are many reasons. Some of the main ones should be obvious – efficiency, security, and environmental friendliness.
Whether you are a company that has just gotten off the ground or you have found success over a number of years, making the transition from an outdated paper filing system of document management to strictly electronic will definitely have its benefits.
Here are three good reasons why we think you should consider using a document management system for your business and just how much of a difference it can make.
Timeliness and Efficiency
One of the most beneficial aspects of using an electronic document management system is the efficiency that comes with it. No matter what, any document you need to find is only a quick search away. Not only that, it will be the most updated version of that document that you need. This is true for files of any age, whether 10 days or 10 years. When you speed up the process of recovering files, there is less time wasted and more time gained that will only add value to your company.
Another benefit that comes with an electronic document management system is the ease of collaboration. When working in groups or with a partner on a project, nothing is more helpful than knowing you will be working on the most updated version of a document, no matter who is editing.
Finally, consistent formatting from person to person or business to business can be extremely difficult. This problem is solved with an electronic document management system. All files can be formatted consistently so that all your documents can be easily accessed, edited, and transferred to wherever you might need.
Increased Security and Control
Keeping all files and documents in a conventional paper filing system can be extremely unorganized and unsecured. When you use an electronic system, the level of security is increased and you are more in control of who accesses your documents and when they do it.
Another benefit is the fact that you will have more reliable backups using an electronic management system. You will know when each and every document is updated and have access to the newest at any time.
Going paperless is good for the environment
“Going green” is something more and more companies strive for. They realize the emphasis a large number of people put on keeping the earth healthy and use that to attract clients or customers.
When you switch to a paperless document management system, all of those papers can be recycled and used for better things than just sitting in a bunch of old filing cabinets that are never used. Most companies go through boxes upon boxes of papers per year, take that number and use it to help the environment. It’s a lot easier and might just get you a few more earth-friendly clients in the future.