Can You Afford Not To Be Using An Efficient Document Management System ?

Whether you're a small business or a huge multinational corporation, you can't afford not to be using an efficient document management system unless you're happy throwing away your profits. Did you know that experts estimate that people waste 150 hours per year looking for lost information?

Technology is really streamlining the way that business is being conducted. Gone are the antiquated days of dusty basements filled with shelves and wall units crammed full of paper-based files. The days of tediously trawling through mountains of files to find a single document with that vital piece of information for that urgent board meeting are also gone.

In every organization both large and small, there is a demand for optimum efficiency and a productive workflow. The fact is, no matter how much business you conduct, we still have to deal with actual pieces of paper. What you really need is a document management software system that will save you money and time, and increase your profits while decreasing expenditure.

Instead of the archaic filing system you currently tolerate, your new filing system will be easy to learn and implement. It will be user-friendly for everyone from the CEO right down to the staff in the data processing centers.

Your goal is easy retrieval, because if you can't find a file, you might as well not have that file at all. The user needs the option to assign reminders and action dates. Assigning toss out dates for replaceable files can become prudent to decluttering a disorganized office. If you never throw anything away, you'll make the filling cabinet manufacturer very happy, and waste time trying to find anything. You simply don't have to keep every scrap of paper forever. Some documents, for legal or financial reasons, must be kept a specified length of time.

All files will use a standardized naming system so that duplication is virtually eliminated. Documents in all formats will be easily stored in the same file. This avoids unnecessary duplication of documents. Desks won't be overflowing with files and papers all the time and staff will be more productive when they can find what they need when they need it. Whatever method you choose, make sure your system is obvious and consistent throughout your files to make retrieving paperwork as simple and thoughtless as possible.

Information can easily be shared within departments, no matter where they're located. Documents can be filed easily and files can be retrieved as fast as necessary because your computer software will tell you the location instantly.

Your board members will be ecstatic when you tell them that your ideal system will help staff provide better service to your clientele because information is more readily accessible. A happy customer is a repeat customer and it's easier to keep customers than to try and get new ones.

When you think about the return on investment for such a filing system software, that will save you and your staff 150 hours each every year, you can't afford not to be using a smart document management system.

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