Document management, sometimes referred to as document storage, is a process where paper documents are changed to digital images. Once they are digital images they are stored electronically on a PC or, in most business scenarios, on a shared server. While some businesses are implementing document management for their operations, many businesses are comfortable with the status quo, and continue to use paper and physical file storage for that paper.
Remaining “Status Quo”
There are many reasons to remain status quo and not give in to the new technology of document management. It may be a low priority. It may be because an owner or executive does not know how to go about starting the process of making documents into digital images. It may be the fear of not having a tangible document that can be pulled out of the depths of a filing cabinet or storage location for one of those “what if” moments.
There ways that not implementing document management in your business can have an impact on your business:
- Cost. There is an associated cost with paper, printer toner, printer repairs, paper storage, and the extra time it takes for company personnel to file and find needed documents.
- Your company will never be able to offer any means of web servicing for your customers. This can be deemed a hassle if they can’t make inquiries during non-business hours.
- Your service may be poor compared to competitors with digital service.
Benefits of Document Management
The benefits of moving forward with a document management system are many. Benefits of document management include:
- Lower costs
- Improved productivity
- Better security of your documents
- Customer and employee satisfaction
- Business continuity
The last item, business continuity, is a benefit if you are doing a routine back-up of your data to an off-site source. In the event of a catastrophe (fire, flood, etc.), not only is your data safe, but your documents are as well.