It's time to start spring cleaning. For your office, this means more than just doing a little extra dusting. You are going to have to get rid of some of the office clutter that you have been accumulating all winter. Much of your office clutter will likely be from the thousands of documents your team creates every month.
The most effective tool to use for your office spring cleaning efforts as they pertain to your documents is a document management system. Let's take a look at why this is such a necessity for cleaning out your office to prepare for the warmer seasons.
Your office spring cleaning efforts will be exponentially easier when your documents are actually organized. However, with thousands of documents to deal with, organizing your document clutter manually isn't necessarily going to be easy. A document management system is capable of putting your documents in their proper place instantaneously.
After your documents have been organized, your document management system will index everything and make your documents accessible via easy keyword searches. This will make sifting through your documents for office spring cleaning much easier.
Automated removal of extra documents
One of the most difficult tasks for office spring cleaning is setting aside extra documents for destruction. You don't want superfluous documents cluttering your office in the future, and you certainly don't want to retain documents that the government requires you to destroy. However, when you start manually deleting documents, you run the risk of accidentally destroying something you actually need. This can cause you to hoard unneeded documents for fear that you will accidentally press the delete button for the wrong item.
A document management system will instantly solve this problem. This is because you can program your document management system to identify and delete your unneeded documents. Important documents that you still need to retain won't ever get accidentally tossed into the delete pile.
What if most of my documents are paper?
The clutter reducing benefits of a document management system sound great, but a digital system can't help you very much if you're using physical documents. Fortunately, you can still take full advantage of a document management system for your office spring cleaning efforts. This is because all of your physical documents can be converted to digital files. We're not talking about scanned images either.
A professional document conversion resource can transform any number of physical documents into digital format. They can also directly integrate them into your digital document management system.
Your business operations won't stop just because you are cleaning, so you may continue to receive new physical documents during normal operations. This doesn't have to interfere with your ability to clean out your office clutter at all. In fact, you can quickly integrate these into your digital system on your own with a reliable scanner and scanner software.
By making your documents compatible with your document management system, you will also be saving a great deal of space in your office. This means that those bulky filing cabinets and other document storage units that have been cluttering your office can be removed. As a result, your newly de-cluttered office will be more ergonomic than ever.
Don't let your office clutter overwhelm you
Spring cleaning for your office space is a must for sustained efficiency. Most of your office clutter will come in the form of documents. A good document management system will allow you to get rid of this clutter without putting you at risk of losing anything important.