When organizations fail to adopt a well-planned office filing system it interferes with productivity while increasing security risks. Organization is key to document security and access but often falls by the wayside as systems expand to include conflicting technology. However, when you have a well-planned digital office filing system, storage remains scalable, secure and convenient improving productivity.
Because office filing systems come in both standard and digital formats, it can be difficult to strike an equal balance between the two. Here we look at the six benefits of adopting a document management system (DMS) for all formats to improve organization.
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1. Create, Organize, Store, and Share Digital Documents
Regardless of the format of your files, you can create, organize/categorize, store and share digital documents using a scanning process. The effectiveness of the digital filing system allows you to standardize the file format, so all documents are stored and accessed in the same way. You can either arrange for document scanning services to convert your paper-based, microfiche, and microfilm documents or invest in your own scanning equipment to manage the process in-house.
Once your paper-based documents are converted to digital image formats they are electronically stored, retrieved, tracked and managed from a secure system. Only authorized personnel can access the information from their computers or mobile devices. A well-planned digital filing system allows instant retrieval of documents using digital searches to save time and money. The files can also be shared without the risk of extra copies floating around, or originals getting lost. Instead, documents are shared either via the cloud, fax or email.
2. Maintain Regulatory Compliance with a Digital Office Filing System
Regulatory compliance is critical for organizations, regardless of your industry. If your industry is ruled by strict document management rules, having a digital office filing system simplifies compliance. Digitized records and sensitive information are managed through one highly secure electronic system.
Everything is stored based on protocols and best practices. You have complete control over who can and cannot access records based on their roles within the organization. The sooner you begin the conversion process, the sooner you can improve compliance. You can maintain digitized records and information according to regional, national, and/or international regulations and avoid hefty fines for violations. All records are also easily located should your compliance practices come into question.
A DMS applies checks and balances to your office filing system reducing risk of accidental deletion of important files. Cloud storage for backups makes it easy to restore deleted files while protecting against data loss due to system failures or damage from natural disasters.
3. Improved Customer Service Using a Digital Office Filing System
Access to digital files using a DMS speeds up the process making it ideal for improving customer service. Digital filing systems allow you to share documents quickly and even request eSignatures as required. Rush requests are fulfilled instantly. You also guarantee confidentiality, important when handling proprietary information for your customers, or highly sensitive information such as patient records.
Security features include access control, password protection, and encrypted text. The system prevents unauthorized access to sensitive information protecting your customer's data whether it is financial, personal, or business-related. You can also track when documents were accessed and edited, to reduce the risk of confidentiality breaches by employees.
4. Preserving Information & Knowledge with a Digital Office Filing System
Archived records contribute to forward-looking decisions. Using a DMS preserves knowledge, proprietary information and even crucial information about your organization’s structure. You can use your DMS to track the development of the organization through the years and review information to discover past failures and successes. This empowers management to make smarter decisions.
Information can be used to build case studies as a valuable sales tool. It also works for your marketing team. They can build more compelling blog content and a detailed history for your About Us section on your website. It can also help establish your organization as thought leaders with examples of innovations and initiatives you’ve developed over the years.
Company changes based on past experiences are far more effective because you can make data-driven decisions linked to facts. You also speed up the process when researching past client/patient files and records, an important tool for professionals with medical, legal or financial practices.
5. Scalable Database and Categorization Office Filing Systems
One of the biggest challenges of any system is remaining scalable as your system grows. Growth also makes it more difficult to adopt new categories to suit the changing needs of your organization. With a DMS you have complete control allowing you to adapt the system based on alphabetical, chronological, departmental or other preferences. Files become completely searchable using a common search system based on logical keywords.
You can create a simple filing structure allowing the volume of data to grow without causing confusion, errors, and difficulties in maintaining order. Your digital system reduces human errors and introduces file saving and categorization procedures and protocols used by the entire organization. It is close to impossible to misfile a document as it can be searched based on a long list of indexing criteria. Electronic filing systems can integrate with all organizational department management systems to improve accessibility and productivity.
6. No More Document Storage Costs for Physical Office Filing Systems
A DMS reduces costs associated with storing physical documents such as paper, ink, printers, file cabinets, office space and storage space. You can’t get more well-organized than digital storage, which minimizes risks of data loss and saves organizations the cost of reproducing lost documents.
When it comes to a well-planned office filing system, there really is nothing more efficient than digital document management. Regardless of your document filing needs, you can find a customized, flexible solution to improve productivity, security and customer experience. You can also reduce the cost of records management. Everything becomes easier because everyone has the information they need at their fingertips.
MES offers professional document scanning services to digitize your paper records and streamline your business processes. Now is the time to find out how our business solutions allow you to adopt a well-planned and paperless filing system. Reach out to our team today.