One of the most essential components of any business is documents. Electronic or hard copy, documents contain everything from daily memos to complex contracts or reports. The average business will process or handle hundreds of documents in just a single day. Even if you have the most organized people in your office support staff, document management of that magnitude can be a daunting task.
In this modern age of cloud computing, smart devices and automated processes; there is a solution and it is electronic document management. These computer based systems can archive and preserve documents that originated as hard copies as well as digital documents. Beyond just preservation, these systems offer dynamic organization and access to files at the click of a mouse. No more digging thru old file cabinets or sorting through unorganized document folders on the network.
Marimon, the leader in Houston managed IT companies, can implement a document management system tailored to your industry and your business needs. This system can offer several significant benefits both to your time management and your bottom line.
7 Reasons To Go With Digital Document Management Systems
1. Save Money On Storage Space
Let’s face it, commercial property lease and maintenance costs keep going up, and so does the extra precautions it takes to properly store archived paper documents. You have to maintain flood protection, proper humidity, climate and more as paper will disintegrate over time. With all of the advancement in digital archiving, why would you eat into your company’s profits for all those old documents? A solid software-based document management system will reduce your need for file cabinets, chunky boxes and save on additional space that can be used more efficiently. Documents that are required to have both digital and paper copies are becoming less and less common, and those that require hard copies can now be stored in a smaller footprint space when using a digital management system. The less unused square footage you are paying for, the better off your financials will look.
2. Advanced Security
The documents your company processes and maintains can contain very sensitive material of a confidential nature. Some of them are internal documents but many may be customer documents with sensitive information. It is your responsibility to maintain the integrity of that information, so that it remains confidential. Our document management systems that can be bundled into any number of our network management services are the solution you need. You can configure selective access to documents based on any number of criteria and permission levels. Documents are also able to be digitally encrypted in cases of theft or hacking. Our systems also leaves a verifiable trail of who views a document, as well as when, and what, if any changes they make to it. Managed documents are safer, better organized and provide insurance against human error such as throwing hard copies away by accident.
3. Improved Regulatory Compliance
Some documents, especially legal ones, can come with federally mandated handling and maintenance requirements. If your company is found to be out of compliance of these requirements; you could be fined or have licenses revoked. This is most commonly found within legal practices, medical practices and financial institutions that are regulated heavily by the U.S. government. Document management systems from Marimon Network Management Services help set rigid automatic guidelines that help your company stay in compliance and not have an embarrassing breach.
4. Easier Document Access
If you have ever been sent to the basement of your office to search for an old contract in the file cabinets, you know it can take a long time. The old saying still rings true that time is money and companies have lost a lot of money from missing documents or searching for misfiled documents. In fact, a recent study showed some interesting statistics noting the costs of managing paper documents within an organization.
- Companies will spend nearly $20 in labor costs just to file a document, and a whopping nearly $120 in labor to find a document that has been misfiled. If the document isn’t found, well then it can cost up to an additional $220 in labor costs just to get a reproduce a lost document.
That really adds up when you consider that about 7.5% of all paper documents get lost, and over 3% end up misfiled. That is a lot of money being spent on inefficiency, but it doesn’t have to be that way.
A document management system can be tailored to your specific needs and become a powerful, efficient tool. Depending on the system you implement a document can be retrieved simply from a keyword or phrase search or by category. Documents, when filed can be tagged with keywords, and categories relevant to the content for indexing and searching. Documents can even be accessed remotely from anywhere with an internet connection and proper credentials such as a secure login and password.
5. Document Collaboration
Nothing slows down a project more than lack of communication and disorganization. With one of our document management systems; sharing of information and collaboration on documents is much easier and fluid. A single document can be accessed at once from multiple locations and updated live when one party makes a change. Files can also be shared easier since they are digital documents, versus just scanned paper documents. Tie in our multi-function printers and paper documents can be scanned and converted into editable electronic documents. The possibilities really open up with a DMS from Marimon Business Solutions.
6. Cloud Based Document Storage Made Easy
You never know when a faulty wire or an external event may threaten the integrity or safety of your stored paper documents. Water damage, fire damage or destruction from natural disasters can wipe out paper documents forever. With our digital document management systems, your documents can be stored in multiple locations both on-site and in the cloud or off-site server rooms. The other positive is, even if after a disaster your office is not accessible, documents you may need to access will be accessible from anywhere with an internet connection.
7. It Is Better Business
Besides the tangible benefits of a document management system, a DMS from Marimon can also improve the way you do business. For example: in a doctor’s office, patients rather than fill out a stack of paper forms, simply fill out fields on a tablet which is digitized at origination. Those files are now easily archived, indexed and able to be pulled much quicker and for future visits. DMS solutions offered by Marimon give your company a competitive edge, improve client relations, give management peace of mind and offer flexibility in document access.
What Are You Waiting For?
Time is valuable, and you can never recover the time you lose on lost or misfiled documents. A document management solution just makes good business sense and Marimon is the most trusted of Houston managed IT companies. Contact us today and see how we can impact your business with a document management system today!