Printing is a big part of businesses and offices, and it often costs more than what is expected. Not only do businesses need to focus on their printing costs but also the management of their printed and encoded documents. Try consulting the best managed print services providers Chicago like Green Office Partner for print management services for your office or business. Document management is also a crucial part in managing an office or a business, whether they are encoded or printed files. These files might contain sensitive information about businesses’ data or reports. A document management system has a lot of benefits, here are some of them:
- More Storage Space
Reducing unnecessary printed documents stored in file cabinets, boxes, drawers, or storage lockers, etc. can help free up space in the office, giving room for much more necessary and updated records. Keeping irrelevant and outdated papers will only take up space and add to the expenses of having to keep these files in rented spaces like a storage locker or warehouse. These papers can be converted into soft copies through scanning and saving it in a laptop or external hard drive. While the essential documents can be kept where the old papers used to be.
A document management system can help control the number of people that can gain access to sensitive files or documents. This works for softcopies of files that are accessible to every employee. Restriction codes can be installed, so only the employees with the passcode can access restricted files. Another security measure that can be taken is the tracking of file activity. Your management system can track who viewed a certain document, when and where it was viewed, and how it was changed or edited.
- Permits And Office Requirements
Your document management system can also include the tracking of your office’s permits and requirements. Permits and requirements are often annually renewed and reapproved. Keeping track of when you need to renew a contract or a permit can also be a part of your DMS to avoid fines and revoked permits.
- Document Retrieval
Retrieving where you’ve saved a document and what you’ve named, it can be quite challenging when you’re forgetful and for every employee, time is gold. Your document management system can include a searching tool or app that allows you to search for phrases or keywords that are written inside the documents or its title. This can help make it easier to retrieve lost documents and wrongly labeled files.
- Connection And Collaboration
With a document management system, you can connect two computers or sources and let them share documents or files from anywhere. You can also access these documents from your mobile phone, laptop, computer or anywhere else. Giving authorized access to restricted files can be monitored, especially when viewed by external users. You can also collaborate with Green Office Partner to help you analyze your office needs and plan your document management system.
Retrieving lost files can be easy with a tool but retrieving accidentally deleted files can be hard. Your document management system can help back up your files atleast once or twice a week to avoid losing important documents due to accidental deleting, laptop virus, file corruption, etc. Documents stored in digital archives are far less likely to be lost from fire, flood, and other disasters.
A few more benefits from a document management system are flexibility, improved client relations, peace of mind, competitiveness. Documents are more flexible and can be accessed from any device; clients can view and send documents through online communication sites. With effective document workflow optimisation from Green Office Partner, it helps with the efficiency of the workforce and makes your employees more competitive. It also gives you peace of mind, less stress, and worrying from losing printed documents.
Time is gold and is irreversible; investing in a document management system can help your business grow. You can save more time, effort, and money with DMS. It increases your employees’ productivity rate due to faster and more efficient document retrieval.