Documents, paper and electronic, are a big part of any business. It can be a challenge for owners and managers to handle all the paperwork. Storing, retrieving, and capturing that information with a secure document management system Philadelphia PA companies recommend has a lot of benefits. It frees up office space, provides more security, is easier to retrieve, makes employee collaboration easier, and makes disaster recovery and backup much more efficient.
There is no such thing as cheap office space. When it's filled with storage crates, boxes, and filing cabinets, you are not making the most efficient use of it. By contrast, storing documents electronically allows you to maximize your office space and use it in the way it was intended. Any hard copies of documents you are required to have can be stored in vaults or in a small storage facility off site.
Almost all companies have certain documents that are not meant to be seen by all the employees. If these files are stored electronically, you can control access. You might set up levels of security that allow only employees with the proper clearance to access sensitive materials. Electronic systems can track when someone views a file, who that person is, and if that person moved or made changes to it. If you want, you will have the ability to receive an alert whenever anyone accesses a particular file.
Employees waste company time searching for paper files. Even good paper filing systems waste valuable company time. Companies lose $20 every time an employee looks for a file. They lose $120 when employees look for misfiled paperwork and $220 while employees are searching for lost files. Employees spend ten times as much time looking for files as they do reading them.
Electronic documents can be retrieved using a word or a phrase. You can retrieve the full text or only the portion that pertains to what you are doing. You don't have to be in the office to retrieve electronic files. After your system is set up, it's possible to access company documents from anywhere in the world.
It's a lot easier for employees to collaborate when they can share electronic data. They won't waste time at the copy machine making paper copies to hand out around a conference table. Employees can follow a speaker's presentation from remote locations around your office, or around the globe, as long as they have internet and data access. Employees can amend documents simultaneously, making suggestions and corrections all online.
All data management systems have backup and disaster recovery plans. With paper files you always worry about a violent weather event, theft, and employee error when it comes to invaluable company documentation being irretrievably lost. Electronic data can be quickly tracked or traced.
If your employees are wasting time looking for paper files, you are losing money. The time spent getting up to retrieve files and look for the ones that are missing could be used much more productively. You will see a significant increase in productivity and efficiency with an electronic management system.
There is no such thing as cheap office space. When it's filled with storage crates, boxes, and filing cabinets, you are not making the most efficient use of it. By contrast, storing documents electronically allows you to maximize your office space and use it in the way it was intended. Any hard copies of documents you are required to have can be stored in vaults or in a small storage facility off site.
Almost all companies have certain documents that are not meant to be seen by all the employees. If these files are stored electronically, you can control access. You might set up levels of security that allow only employees with the proper clearance to access sensitive materials. Electronic systems can track when someone views a file, who that person is, and if that person moved or made changes to it. If you want, you will have the ability to receive an alert whenever anyone accesses a particular file.
Employees waste company time searching for paper files. Even good paper filing systems waste valuable company time. Companies lose $20 every time an employee looks for a file. They lose $120 when employees look for misfiled paperwork and $220 while employees are searching for lost files. Employees spend ten times as much time looking for files as they do reading them.
Electronic documents can be retrieved using a word or a phrase. You can retrieve the full text or only the portion that pertains to what you are doing. You don't have to be in the office to retrieve electronic files. After your system is set up, it's possible to access company documents from anywhere in the world.
It's a lot easier for employees to collaborate when they can share electronic data. They won't waste time at the copy machine making paper copies to hand out around a conference table. Employees can follow a speaker's presentation from remote locations around your office, or around the globe, as long as they have internet and data access. Employees can amend documents simultaneously, making suggestions and corrections all online.
All data management systems have backup and disaster recovery plans. With paper files you always worry about a violent weather event, theft, and employee error when it comes to invaluable company documentation being irretrievably lost. Electronic data can be quickly tracked or traced.
If your employees are wasting time looking for paper files, you are losing money. The time spent getting up to retrieve files and look for the ones that are missing could be used much more productively. You will see a significant increase in productivity and efficiency with an electronic management system.
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