Why Not Do More With Less with Document Management?

If you work for a company or a business, then I can almost guarantee that you work with paper documents in nearly every single business process. Whether your employees need to retrieve information for one of your many important clients or they need to search for past documents to complete a project, their time adds up pretty fast.

This time adds up so fast, in fact, that a recent study found that workers such as attorneys, doctors and accountants can spend well over 35% of their time dealing with documents. For people with important jobs like these, especially doctors, 35% is way too much time. What's even worse is that over half of this time is spent just searching for the documents.

You can drastically improve your company's productivity by switching to a document management system. In addition to that a document management system can also provide instant access to your entire database of information and data.

You can now Do More with Less. I'd be a fool to think that you do not want your business to grow. However, chances are that you think this means your staff will have to grow. Contrary to what many believe, a document management system allows you to automate certain processes letting you do more with less. This will empower your staff to work faster and more efficiently.

Be prepared for Better Customer Service. By giving your staff access to documents as well as data at the click of a mouse, customer inquiries are simple and fast. Your customers won't have to sit on hold for long periods of time any longer or wait for a call back. Your staff will be able to access all the necessary information instantaneously and even answer more calls throughout the day.

Get ready to Reduce Frustration. Employees can easily become dissatisfied with their jobs if they are forced to spend a majority of their time searching for information. Reduce their frustration with instant access to documents and keep them happy. This will not only reduce turnover, but new employees will be able to catch on quickly.

So, if you want to make your company run smoother and keep your customers and employees happy, then consider investing in a document management system. It may be one of the best business decisions you make.

Source: Office Product News

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Paper-Based Filing's Hidden Costs

The cost of hard drive space nowadays is dropping rapidly and many businesses are taking advantage of this by implementing Electronic Document Management Systems. Searchable databases of scanned information are created by these digital systems which allows better business decisions and a much smoother customer service interaction.

On the other hand, many people tend to shy away from Electronic Document Management Systems due to the initial setup costs that arise. Most businesses see paper documents as free due to the fact that they aren't usually tracked as well as they should be and are generally overshadowed by extensive office supply budgets.

But everybody knows that nothing in this life is free, and that includes paper as well. In fact, paper solutions may actually be costing your company more money than the other digital options that are available today. These hidden costs could fly under your company's radar where they may never be brought to light.

Almost every business has filing cabinets and a simple three-drawer cabinet may seem like a relatively cost-efficient solution. What you may not realize is that this file cabinet may actually be consuming a lot of time and money from the bottom line of your company.

Lets say the average one-time cost of a file cabinet is $400, then you have to add the one-time cost of folders which could equal around $100. Then we can add the average one-time cost of paper prints and copies into the mix at $240. So for the one-time cost of a single file cabinet you are already up to $740.

But what if you compound that annually? Assume the average office holds 30 file cabinets with each one costing you around $2,000 every 5 years. That's $60,000 for a system that generally misfiles or loses documents and a replacement document could cost you an additional $200.

What about the physical labor of a file cabinet? Anybody who has ever had to sift through a cabinet full of files knows how tiring and dull it can be. This demotivation could cause an employee to have sub-par production for the rest of the day further costing you money.

Electronic Document Management Systems provide the tools that allow you to create a secure and searchable archive of all your company's most important documents. A single 100GB disk can store an astounding 2,000,000 pages of information which could easily take the place of hundreds of filing cabinets using a fraction of the space.

Source: Office Product News

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