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.
Office space is expensive. Filling it up with filing cabinets, boxes, and storage crates isn't the most efficient use of it. When the majority of your documents are stored electronically, you will be amazed at the extra space you have to reconfigure employee workstations. There may be some documents you are required to keep a hard copy of. For that paperwork, you can always rent space off site or place in a vault.
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.
Any management system will have a backup and recovery plan. This way you will never have a situation, be it weather related, a case of theft, or just misfiling, where your invaluable company documents are irretrievably lost. There are multiple ways electronic data can be traced and tracked.
Company time is valuable. The time your employees spend looking for paper files, filing, and making copies of paper files is time that could be spent more productively. A good electronic management system will increase productivity, security, and efficiency.
Office space is expensive. Filling it up with filing cabinets, boxes, and storage crates isn't the most efficient use of it. When the majority of your documents are stored electronically, you will be amazed at the extra space you have to reconfigure employee workstations. There may be some documents you are required to keep a hard copy of. For that paperwork, you can always rent space off site or place in a vault.
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.
Any management system will have a backup and recovery plan. This way you will never have a situation, be it weather related, a case of theft, or just misfiling, where your invaluable company documents are irretrievably lost. There are multiple ways electronic data can be traced and tracked.
Company time is valuable. The time your employees spend looking for paper files, filing, and making copies of paper files is time that could be spent more productively. A good electronic management system will increase productivity, security, and efficiency.
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