• Matthew Ryan

The Positive Effects of Document Management

Documents, whether electronic or paper, are an essential component of any organisation. Keeping paper documents can often create chaos and distractions in the office from physical piles of paper documents making file retrieval not only a huge task but often a real threat to security.

 

Information management, sometimes from several sources, can also be a challenging task. A document management (DM) solution that captures, stores, and retrieves both paper and electronic documents can provide many key benefits to your organisation.





Documents are Available Anytime

We all know how painful it can be to search through filing cabinet after filing cabinet for a single specific document. Storing documents in file cabinets means time to manually find and retrieve them. It may even mean a trip to an off-site storage facility in search of the elusive paper trail. A Document management solution can save you and your employees time, effort and stress! It provides on-demand access for your files and records and unlike physical documents, multiple people can view a digital file at one time.


Documents are Easily Searchable

Document management will quickly become your employees’ favorite technology solution. Contents of your documents are digitally cataloged and made searchable and you are easily able to retrieve a document in just a few seconds through the use of conventional file naming and a powerful keyword search feature. You can use any number of fields—customer name, invoice number, and part number, to name a few. Index fields make searching for a document quick, efficient and possible for you to find a word or phrase instantly within any document. You can get straight to the information you need in a matter of seconds. Productivity will also see a major upturn with better collaboration efforts among employees.


Documents are Safe and Secure

Document management adds layers of security that cannot be achieved with a paper approach to managing your documents. Passwords and user-level security let you control exactly who can see what, while roles and audit trails can tell you who accessed a document and how many times offering accountability to the flow of your documents.


You can easily keep backup copies at another location, on a backup hard drive, or in the cloud protecting from physical risks like fires and storms.


You Save Money

Last but not least…you have better things to spend your funds on than file cabinets or storage facilities. Digital storage is cheaper than ever, and you’ll gain additional savings from the time you save not managing paper files.


Whether you’re tired of digging through endless file cabinets or concerned about data security, the move to digital document management can help you keep your office in order. With easy access and searching, improved safety and security, and saved money, it’s a perfect move to keep things running smoothly.


Interested to know more? Call Paytec on +61 8 8464 0333