When we are in the routine of a workflow, it can be hard to notice areas in need of improvement. For instance, we print documents every day, but if we stop to think about our printing habits what would we find? If you find yourself doing the following, then it might be time to consider document management and the transition to storing data on cloud software.
A common problem for companies trying to stay organised is an overflow of paper documents. These files may contain sensitive data and can be left lying around due to lack of storage space. Document management can help solve this problem. Instead of printing documents just to retain a physical copy, keep them stored on a server with cloud software. Document management will assist in creating printing policies that keep the unnecessary paper from piling up.
If you’ve ever checked your supply closet and asked yourself why you have three of the same print cartridges, then you need document management. When your business starts to transition to a digitised work environment, you will spend less on paper and ink as you decrease printing.
Paper lying around means your data is at risk of accidental or purposeful neglect. The best way to ensure that your information is secure is to keep it on a server that is backed up every day. There is nothing wrong with continuing to store paper documents in a fire proof filing cabinet securely, but the extra protection of being able to restore a deleted document is worth preparing for.
Employees who reprint a document every time after a small change are not working efficiently. Digitising your documents allows employees to collaborate on the cloud and directly make changes. With document management productivity can increase ten-fold.
There is no way to cut out paper from today's world completely, but you can work to decrease your dependence on it. Document management will improve multiple aspects of your work day by shrinking the space needed for storage while making your data more secure. Learn how you can save money and increase productivity when you give us a call today!