When Should Your Business Consider Document Management?
Why businesses should consider document management?
As businesses continue to grow and evolve, they accumulate more and more paperwork and digital files. Keeping track of these documents, especially in a centralized and secure manner, can become a challenge. This is where document management comes into play.
Document management refers to organizing, storing, and retrieving important business information. In today’s digital age, document management is essential for businesses of all sizes to maintain efficiency, ensure compliance, and maintain a competitive advantage. Knowing when to implement a document management strategy into your business workflow can be challenging. This article will highlight several scenarios where a business should consider implementing a document management system.
When You Need Centralized, 24/7 Access to Your Business-Critical Documents
A document management system provides a centralized location for your business-critical documents. This means that employees can access the information they need when needed, regardless of their location. With a DMS, businesses can grant employees access to the information they need to do their job without the risk of sensitive information being lost or stolen. In addition, a DMS also provides 24/7 access to documents. This means that employees can access documents even outside of regular business hours, which can be essential for businesses that operate 24/7 or have employees in different time zones.
When You Need to Streamline Workflows
A document management system also provides a secure platform for storing and managing important business information. With a DMS, businesses can control who has access to sensitive information and what they can do with it. For example, a DMS can restrict access to certain documents to specific employees or departments or enforce document expiration dates. In addition, a DMS also provides an audit trail, which can be used to track and monitor access to sensitive information. This audit trail can be essential for businesses that must comply with regulations such as HIPAA, SOC 2, and PII. Automating document retention policies can improve compliance by automatically archiving or deleting documents that are no longer needed, reducing the risk of information breaches. In addition, a DMS can also help businesses comply with document retention policies by ensuring that all employees are aware of the policy and that all relevant documents are stored in accordance with the policy.
When You Need to Save Time and Increase Productivity
A document management system can also help businesses save time and increase productivity by reducing employees’ time searching for documents. A DMS allows employees to quickly and easily find the needed information without searching through multiple folders or email inboxes, reducing the time employees spend on manual tasks. This frees employees to focus on more important tasks, such as working with customers or developing new products and services.
When You Need To Stay Abreast Of Changes In Technology and Security Standards
In today’s rapidly changing technology landscape, businesses must be aware of updates and advancements in technology and security standards. With the increasing reliance on technology in the modern business world, changes to software and hardware, as well as updates to security protocols, can significantly impact how businesses operate. Keeping up with these changes can be a daunting task for any organization, particularly for those with limited resources or still using traditional methods for managing their documents. One of the key benefits of a document management system is its ability to integrate with other technologies and security standards, providing businesses with the ability to stay ahead of the curve and remain compliant with the latest industry standards. The DMS provides a centralized platform for document management, where users can access and manage their business-critical information from anywhere, at any time. For example, when Microsoft ended support for Basic Authentication in Exchange Online, a document management system integrated with Microsoft Exchange would have helped businesses maintain compliance with these changes and stay ahead of the curve. Integrating a DMS with Microsoft Exchange would have provided businesses with a secure platform for accessing and managing their emails, allowing them to continue to operate seamlessly, even as technology and security standards changed.
When You Need to Improve Collaboration
A document management system can also improve collaboration between employees and departments by allowing multiple people to access and work on the same document simultaneously. With a DMS, businesses can eliminate the need for multiple versions of the same document and ensure everyone is working with the most up-to-date information. DMS can also facilitate communication and collaboration between employees and departments by allowing employees to leave comments and feedback on documents. This can be especially useful for businesses that rely on cross-functional teams to complete projects.
The equipment with your copier lease agreement should be good quality, compatible with your existing office technology, and easy to use. It should also be reliable and have a long lifespan. You can check this by asking about the manufacturer of the machines, how many years they’ve been in business, and how many machines they’ve sold over those years.
Also, remember, you don’t have to go at it alone. The Smart Tech Team (yes, we’re real humans) is always here to help you find ways to save cost and maybe some sanity; reach out to us today to plan a smart start to managing your office printing.