The right document management system allows you to focus on what is important instead of wasting time tracking down documents and figuring out which is the latest version. Unfortunately, not every document management system works as you expect, and even if a system does, it has to be implemented correctly.

While there have been numerous debates on different areas of technology, one of the few areas where there is universal agreement is the need for a digital document storage solution. The biggest problem with the transition is how difficult and costly it can be when it is not done right. Of course, you have to be careful when you implement your digital document storage solution, it isn’t something that you should rush.

For many companies losing data is one of their biggest fears. Unfortunately, this tends to lead to data hoarding, which can be nearly as big a problem as losing your data. The problem is that data hoarding gets far less attention, to the point where many companies do not even realize that they are doing it. This creates a number of other problems and issues, rippling out into other areas of your business.

Choosing the right document management system for seamless integration and enhanced productivity isn’t the easiest task out there. With so many possibilities to pick among, company owners and data managers may find it difficult to come up with an adequate selection.

You 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.

In the world of data storage, there isn’t a universal solution that will do the trick for every single organization out there. Picking the right option depends on carefully evaluating the company’s data storage needs and understanding the different products.

If you stacked all the paper generated each year in American offices, it would be 18, 000 times higher than Mount Everest. The world is still far behind its goal of achieving a paperless society, but in 2016, The Wall Street Journal declared that it had at last become possible. Previously, hardware couldn’t turn all documents into editable data, but the paperless revolution has begun. For the first time, office paper usage is declining by 1 – 2% annually, and you don’t need to clear out your whole expense account to benefit.

A wide range of business types, from medical institutions to law firms to offices, find themselves in need of long term data preservation. Traditionally, this has been accomplished via in-house file cabinets and off-site data storage facilities. 

This is a question that we hear quite often. When we look at the majority of projects we are involved with, it consists of converting business documents into digital images. In some cases these images feed into the start of a business process, in other cases they are historical records that will only be used for reference. Regardless of how they will be used, all organizations agree, that ensuring the images will be accessible for years to come is of critical importance. That is why over 90% of the documents we scan on behalf of our clients are saved in PDF/A format. PDF/A essentially has all the same functionality of a regular PDF file format but has the added advantage of being archival.

When was the last time you upgraded the company’s document management resources? If a few years have passed, chances are that the market already features much better options.

Document management plays an important role in corporate productivity, especially in companies that deal with lots of data. It’s your job as a manager to determine whether the document management resources you’re relying on are the best.