Storing and managing documents is an important aspect of any business – but it can at times present a challenging task. While some may prefer the good old paper system with filing cabinets and folders, others may prefer an all-digital work place. If you do prefer the latter, then using a document management software means you’ll be able to easily upload your paper documents and files to the cloud, storing them safely online with 24/7 access.
With the above in mind, let’s have a look at just a few reasons why many companies are choosing to go paperless with the use of an online document management system.
Save time with document management
Depending on the nature of your business, trying to find a specific document needed for reference can be quite time consuming, especially when it comes to paper based filing systems. On the other hand, using a document management software is much like having your own virtual filing cabinet that makes searching for files significantly faster and increasing work productivity.
A real space saver
It’s been estimated that onsite storage of records and documents takes up approximately 18% of office space – that’s a large chunk that could probably be put to much better use in your business. However, using a document storage software means you can say goodbye to filing cabinets and storage boxes by having your records stored safely online instead of taking up a great deal of space onsite.
New GDPR rules that are close around the corner are set to impact how data is stored across Europe, including heavy penalties if breached. That being the case, compliance needs to be taken very seriously. Using our document management system reduces the risk of non-compliance, making record retention schedules automated and new files easily stored and classified.
Peace of mind
Security is a major factor when it comes to document management. Sensitive data needs to be properly protected at all times from any possible intruders or even other colleagues who shouldn’t have access to it. If this should happen, it can be tricky to follow the paper trail back, as documents can easily be copied, removed or stolen. But what’s great about using a document management software is that you can make sure that each user only has access to the data they need with full tracking history to see who has viewed or modified certain documents.
Unfortunately, paper document management systems can fall victim to irreparable damage because of unpredicted events such as a fires or flooding. On the other hand, digital document management offers data backup meaning that you’ll always have your documents ready and waiting no matter what disaster occurs.
As you can see, there are many advantages to going paperless and storing your important documents safely online. we find is of interest particularly to businesses such as solicitors who deal with large volumes of paperwork daily. But whatever your business, if you’re interested in becoming a modern all-digital company, the use of a document management software system will make all the difference for you. To find out more about how Advance Computer Systems can help get you started, call us today on 01904 653 789 or click here.