How to Successfully Transition to an Automated Document Management System

Posted by Kevin D'Arcy on Dec 23, 2016 11:00:00 AM

16523098_s.jpgYou don’t have to be around a busy office for long to understand the importance of an automated document management system to the smooth functioning of the business. Team collaboration projects and data mining are more prevalent than ever before; especially given the lack of geographical restrictions. Document management is a modern way to ensure corporate productivity – as long as your chosen platform is robust and can handle the day-to-day load.

Automated Document Management in the Modern Era: Scan to Zero

Scan to zero, which is essentially the reduction – and, in many cases, elimination – of papers in the office. At first glance, this may seem antithetical to the very essence of an automated document management system; in reality, however, scan to zero is supported by said system and reaps huge benefits in space, efficiency and workflow for offices that have adopted the method.

The goal in offices that are employing document management services these days is to de-clutter desk space, as well as to reduce the labor costs associated with needing and using so much paper. As you wind down the number of loose leafs floating between team members, you’ll also notice that it’s much easier to keep track of the digital alternative. In a very real sense, your documents are also safer – despite being more easily accessible by the appropriate parties.

The Benefits of Scan to Zero

Digital media has numerous advantages over paper documents – although of course, there are still some reasons why paper is preferable. Indeed – any automated document management system worth the name should provide you both options; streamlined such that you can utilize the respective strengths of either medium.

More specifically, dialing down the use of paper when feasible saves business hundreds-of-thousands of dollars (and more) each year – in labor and purchase costs alone. The ease of accessibility, reproducibility and advantages in security may very well be incalculable. After all, it’s difficult to encrypt a paper document! Consider, for a moment, if your business undergoes a sudden expansion. This rapid growth brings with it increases in invoice volume, and a corresponding increase in processing time – all of which can be drastically reduced by migrating to the digital medium.

Starting the Process of Scan to Zero

It’s simple; implement an automated document management system with a local or trusted provider that has a track record of success with area businesses. You new-found cloud-cased capabilities will ratchet up office productivity almost immediately; furthermore, you’ll notice that you don’t need so many file cabinets taking up office space. Security compliance will now become a relative cinch with password protection, and HR and accounting files will all be in one place – instead of floating around between offices. In business, centrality is imperative; especially when its digital.

These are just a few of the benefits of scan to zero; incorporate this into your business and see your productivity skyrocket, without compromising efficiency.
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