| Imagine if you could find the information
you need in seconds with one search? In today’s office, information
is stored in many locations, including paper filing cabinets,
network servers, local hard drives, and email in boxes.
It’s no wonder that knowledge workers spend up to 30% of their
time looking for information. The scary thing is that many times
they don’t find what they are looking for!
What Is It?
Document Management technology creates a central repository for
scanned paper, digital files, and emails. With all of this information
in one place, documents can be found quickly.
What Does It Do?
Document Management streamlines business processes, helps ensure
compliance with government regulations, facilitates collaboration,
and creates a disaster recovery strategy.
Instant Access
Unlike a paper filing system that only has one index field, scanned
documents are filed with multiple index fields. For example, a
file can be referenced by customer name, account number, address,
account type, and order date. An end-user only needs one of these
pieces of information to find the document quickly.
Collaboration
Document Management allows multiple users to see the same documents
on their computer screen. This allows collaboration without making
multiple copies of a file. Notes and comments can be added to
the document so everyone is on the same page.
Password Protection
Security and privacy are the foundation of compliance with many
new government regulations. With Document Management in place,
all of your documents are password protected. Administrators can
also see a viewing log.
Records Retention
Enforce a records retention program. Utilizing Document Management
allows records that have passed their statute of limitations to
be deleted, reducing legal liability.
Remote Access
If you have multiple offices, home offices, or staff that work
in the field, Document Management gives them the information they
need. Remote access can allow users to view files securely over
the Internet or a VPN connection.
Disaster Recovery
Paper documents are vulnerable to natural disaster, theft, or
fire. A Document Management system allows paper files to be backed
up off-site, ensuring business continuity if disaster strikes.
To learn more about how you can benefit from Document Management,
contact us today. |
