When thinking about Document Management Systems and whether to upgrade your existing one to improve business, some factors are always considered, but many people underestimate the true value of smart document management systems.
Productivity and the Bottom Line
It’s only natural that productivity and the bottom line are the first considerations. Countless hours and thousands of dollars are wasted on filing and retrieving documents because of archaic filing systems that have been in place for years. Because most filing systems start small and grow as the need arises, they become unwieldy. People file documents using differing criteria and so duplicate files are often created.
Today’s business world is so different to 20 years ago, because you now have so many different methods of creating documents and files. Numerous paper based items are still very common. However, you also have emails and attachments, photos, CDs, DVDs, PowerPoint presentations and more. Somehow all these “documents” need to be stored in the same filing system for later retrieval or archival purposes.
If you implement a smart document management software to logically index every document and file in the same standardized way throughout every area of your business, the benefits will be enormous. There won’t be any more cases of file duplication. Everything will be easier to find. This will save lots of hours and increase productivity enormously, which results in increased bottom line.
Stress Reduction of Staff
Stress is an often unseen concern of management and staff. If your people are over stressed, they won’t function well and filing is the last thing they will want to do. They are likely to take sick days rather than deal with the immensely tedious and stressful task of facing their desks full of files and documents every single day. Instead of feeling motivated to do a good job, their morale decreases and this also affects productivity in a negative manner.
Improving your filing system will have an enormous impact on your office and will reduce stress because your staff will be able to find the files they need. Your office will be more organized and your staff will be able to contribute more to company success. By demonstrating you care what they think and feel, you gain more loyal employees and this makes for a more stable company.
Future Expansion
Once you implement proper filing system software and start to reap the benefits, plans can be made for faster expansion of your business. You’ll have much tighter control of costs and productivity. You’ll have more confidence that the staff is happy doing more important work and contributing to the company’s overall success instead of facing the tedium of stacks of files they previously had to contend with. You can guide the company in the right direction and time can be better focused on achieving these vital goals.
Compliance
Once your filing management system is in place, your company will be in a stronger position to be fully compliant with all pertinent regulations relating to the management of all data, media and information. As the number of laws and the severity of punishment that governs document management increases, the need to maintain accurate records becomes even more vital to all companies.
Logical Conclusion
Once you understand the true value of a smart document management system, like The Paper Tiger Document Management Software and Filing System and the many ways it impacts your company, there’s only one real decision to make. It’s not a question of IF you implement such a system, but WHEN. Bring your company into the 21st century and set it up for major success now and in the future.
