Business is no longer an ink and paper game; it has evolved to include advanced records management systems. By scanning and uploading documents into a digital filing system, businesses can reap the benefits of a more organized office.
What is a Records Management System?
Enterprise records management systems allow you to track and store documents and essential business information. You can transfer your paper files into digital files and store them in a secure document storage system.
Records management systems use specialized software to navigate your images and documents.
Wondering if corporate records management systems are right for you? Here are 5 major benefits:
1. Ease of Access
One of the biggest problems with paper filing systems is the time and energy it takes to access an old file. Finding a paper file requires knowledge of the organizational system and the hope that human error didn’t misfile the document.
Digital document storage for business records management streamlines the accessibility of files. Rather than digging through filing cabinets, or unearthing boxes from a basement storeroom, files can be found with keywords, or by file name.
Documents can also be shared easily. No need for a messenger service, or physical meeting to have papers signed. You can send and share documents easily and retrieve them just as quickly.
This is an important factor for customer service purposes. Leaving a client waiting on an answer because a document is difficult to find causes business delays and unsatisfied customers. When you can access information quickly and efficiently, your company is viewed more as an authority in your field.
2. Your Backup Documents are Reliable and Readable
Backing up documents is essential for any business. Records management software lets you make copies and store them in safe locations for later retrieval. To do the same with paper documents, you would need to print multiple copies and file them in separate locations.
There are many reasons your physical documents could be at risk, especially if backups are stored in the same building. Digital backups are safest in case of:
- Fire
- Burglary
- Vandalism
- Flood
- Earthquake
- Explosion
Your files remain reliably stored, no matter what happens to the physical office place. You can also rest assured that documents will be readable, and not smudged or smeared by water, smoke damage, or any other risk facing a tangible office space.
Keep in mind that not all digital storage options are equal. A flash drive, for example, is still susceptible to physical damage. Cloud-based storage is often the safest to maintain physical safety and security.
3. Records Management Systems Have High Security
For the classification of information, records management systems are key. They allow you to designate the hierarchy for which documents can be read, shared, and edited. Unlike paper copies which could fall into the wrong hands, digital records can be protected through:
- Password
- Encryption
- Watermark
These digital security tools keep you in control of all the important documentation managed by your company. You can customize your security measures to deal with different types of paperwork. This means you can specialize in security for customer information, financial information, patented and copyrighted information, and more.
While a lock and key might be enough to secure some office documents, anyone with the right tools can break into a filing cabinet. A digital security network, however, is a tougher nut to crack. Security is an important aspect of business document filing due to compliance requirements.
4. Disposal of Records
Sensitive documents must be disposed of carefully. For most businesses, this means shredding copious amounts of paperwork weekly, or even daily. To avoid the extra work, and waste, document management software lets you find and permanently delete files which are no longer needed.
With no paper copy and all digital copies destroyed, you can rest easy knowing sensitive information is kept safe. It also reduces the chances that a document sent for shredding gets missed and information is left to prying eyes.
Many businesses have a disposal structure in place to properly manage document waste. Digitized documentation can follow an organized framework directly to the recycle bin. Best of all? You can track each time a document is opened, shared, or copied. This helps you ensure every copy that needs to be disposed of is properly managed.
5. Cleanliness and Organization
Finally, a huge benefit of records management systems is the space it offers. There’s nothing less attractive or less professional than a cluttered office. Digitizing your business data ensures clean floors, clear desks, and more storage space.
Along with the cleanliness of document management software comes the organization it supplies. Knowing where everything is when you need it, and now worrying if a document has been left on a desk or tossed in the trash brings peace of mind to the office.
The organization of your digital documentation will come in handy in a variety of situations, including tax season. When the time comes to gather quarterly or annual earnings statements, and other necessary documentation, you’ll know where to look. No stress about missing documents, or lost paperwork.
A Range of Helpful Services
At MES Hybrid Document Systems, we work with businesses across Ontario for records management and digitization. We offer several services to our customers, including:
Contact MES Hybrid Document Systems to Learn More
MES Hybrid Document Systems works with businesses of all shapes and sizes. As a Canadian company, we understand the current security requirements of Canadian companies in document storage and data management. Our services are designed to cater to the individual needs of each client, assessing your current document and data situation and finding a bespoke solution.
Interested in learning more about data and records management and document scanning? We can help. Check out our eBook offer to get you started, and to learn if imaging is right for you. Have more questions? Fill out our contact form today or call 1-905-475-9263.