It doesn’t take much to figure out that online document management offers your company all sorts of advantages. First and foremost you are going to save all sorts of room since the papers that used to clutter up your office will be safely stored online instead.
How it Works
Online document management is a simple concept that works exceptionally well. You start by scanning all the documents your company currently has on hand. How long that takes depends entirely on how many documents you need to scan. Once those documents have been scanned, they are saved in appropriate files.
These files are made available to the employees that need access. Not only does this protect the privacy of files that should remain confidential, it allows everyone to see the files they need to see. If changes are made, the newly created document is added to the file and is, again, ready to access.
Finding the Right Document
By placing documents in easy to identify files, all employees can access them. The filing system should be simple to understand in order to prevent confusion. Instead of needing to keep paper copies of every file they want to access, workers will be able to call up the file in seconds, and then dismiss it when they finish. They won’t clutter up their desks with unnecessary papers, nor will they have multiple copies of the same document floating around.
Your file names can remain identical to those used when storing papers. With a little tutoring, everyone will be able to transition smoothly to an online system.
Saving Space
As any company owner knows, space is expensive. If you can eliminate the need for huge filing cabinets, banker’s boxes, and other storage schemes, you can shrink the necessary square footage of the office. By storing things off site, you eliminate the need to create a cool room for mainframes and servers. All you need to get to your files is an Internet connection.
Online document management is the easiest and best way to keep track of every piece of paper that enters your office. You save space, time, and resources by moving into the digital realm.