Although most important documents are already electronically stored, some documents still end up in conventional filing cabinets. Neither of these is ideal particularly when you’re trying to compete with the fast paced world of business. Moreover, you can never know when any of your company’s important documents might get lost or if disasters like flooding or fire occur.

Using conventional filing not only costs you more in terms of money, but also time spent in filing these documents or looking for archived ones.

Time is Gold

Seriously think how much is your valuable time worth? Hard Copy filing is expensive in terms of time spent for filing every single document and also in terms of valuable space that filing cabinets take up. A single filing cabinet alone cost a lot together with the rental fees for the space used for it – this could be as much as £600 per year in rent alone.

Even electronically saved documents are not safe since the file can be easily corrupted or your staff can’t simply remember where they filed the document. In fact, statistics show that staff spends an average 10% of their time looking for files they needed.

Customer is Always Right

The fast-paced set of the ever-changing market demands can be easily attributed to the preferences of customers where they tend to want to have everything now and dissatisfied customers talk a lot.

Businesses simply can’t afford to not keep up with these demands. When customer service is at stake, and you don’t deliver fast enough, you not only run the risk of losing existing customers but you might also miss out the opportunity to create new business opportunities.

Company Reputation

Whilst image is not everything, it is something. A well-organised office keeps you ready in case of a random audit and is also a far more pleasant and productive place to work.

If your company does not abide by the rules and regulations set forth, you run the risk of being fined, losing your accreditation and tarnishing your company’s image and reputation.

The solution

The ultimate solution to all your storage needs is simple – a document management system. It is a much simpler way of storing all valuable documents. It turns all your paper documents into digital files therefore creating a paperless office and allows you to save your files in whatever manner you want them to be saved, making it easier for everyone to search for files through its unique query system you assigned.Document management solutions are designed for single or multiple users and can be easily integrated with all your existing business applications that allow you to scan, route, and securely store all your important documents for increase in efficiency and customer support.

Document management software also has a user-friendly interface that means ease of use for staff and its web-based feature allows access to the files anytime, anywhere.

In terms of confidentiality issues, user profiles can be tailored so that each individual only sees those documents they are authorised to view.

It covers all your document management problems, which allows you to focus your time and energy in doing more important things rather than finding a single file all day.

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Not all document management companies work the same way. Although they offer similar services, you may soon find out that they are not suitable for your company. Consider the following points first before rushing to acquire a document management system:

Compatibility with your company software:

This is the most important factor you need to consider when looking for document management software. The software must work hand in hand with all the company software and be easily be integrated. Remember, you’re installing document management software to make the lives of your staff easier not more complicated.

Ease of Use

Of course the document management software you choose must be user-friendly enough to limit the amount of training required and be easy to use. Online Availability Acquiring document management software that can be accessed online is essential because it allows your staff to access important documents anytime anywhere they may be..

There is no need to ask someone to look for it and send it through email, they can find it instantly whether at a clients office, working from home or on a business trip .

There’s no need to worry about confidentiality either since you can restrict or limit access to documents depending on who needs access..

A document management system should not be limited to the scanning and filing of documents. Providers must understand how your business works and the role document management software play in improving your business processes and bottom line profit, only then can a document management system work with your business.

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• Document Storage – Content Central from Ademero, document storage system lets you capture, retrieve, and supervise these documents using a typical Web browser.