Documents, paper and electronic, are a big part of any business. It can be a challenge for owners and managers to handle all the paperwork. Storing, retrieving, and capturing that information with a secure document management system Philadelphia PA companies recommend has a lot of benefits. It frees up office space, provides more security, is easier to retrieve, makes employee collaboration easier, and makes disaster recovery and backup much more efficient.
Office space is expensive. Filling it up with filing cabinets, boxes, and storage crates isn't the most efficient use of it. When the majority of your documents are stored electronically, you will be amazed at the extra space you have to reconfigure employee workstations. There may be some documents you are required to keep a hard copy of. For that paperwork, you can always rent space off site or place in a vault.
Almost all companies have certain documents that are not meant to be seen by all the employees. If these files are stored electronically, you can control access. You might set up levels of security that allow only employees with the proper clearance to access sensitive materials. Electronic systems can track when someone views a file, who that person is, and if that person moved or made changes to it. If you want, you will have the ability to receive an alert whenever anyone accesses a particular file.
A lot of time is wasted looking for filed documents. Even the best paper filing systems take up valuable employee time. It costs companies twenty dollars to find a file, a hundred twenty to find a misfiled file, and two hundred twenty to find a lost file. Employees spend approximately ten minutes reading a document that took them an hour and a half to find.
You can retrieve electronic files by just keying in a word or phrase. You don't have to retrieve the whole document if you only want a portion of it. You can retrieve company files from anywhere in the world you are with electronic files. You never have to go into the office if you don't want to.
It is a lot easier for employees to collaborate when they are sharing data electronically. You will eliminate the necessity for standing at the copy machine making copies to be handed out in the boardroom. All the employees who have clearance to view documents are able to watch a presentation whether they are actually in the boardroom or not. Changes and corrections can be made by several employees at one time. These amendments can then be viewed by managers for inclusion, further amendments, or rejection.
Any management system will have a backup and recovery plan. This way you will never have a situation, be it weather related, a case of theft, or just misfiling, where your invaluable company documents are irretrievably lost. There are multiple ways electronic data can be traced and tracked.
Company time is valuable. The time your employees spend looking for paper files, filing, and making copies of paper files is time that could be spent more productively. A good electronic management system will increase productivity, security, and efficiency.
Office space is expensive. Filling it up with filing cabinets, boxes, and storage crates isn't the most efficient use of it. When the majority of your documents are stored electronically, you will be amazed at the extra space you have to reconfigure employee workstations. There may be some documents you are required to keep a hard copy of. For that paperwork, you can always rent space off site or place in a vault.
Almost all companies have certain documents that are not meant to be seen by all the employees. If these files are stored electronically, you can control access. You might set up levels of security that allow only employees with the proper clearance to access sensitive materials. Electronic systems can track when someone views a file, who that person is, and if that person moved or made changes to it. If you want, you will have the ability to receive an alert whenever anyone accesses a particular file.
A lot of time is wasted looking for filed documents. Even the best paper filing systems take up valuable employee time. It costs companies twenty dollars to find a file, a hundred twenty to find a misfiled file, and two hundred twenty to find a lost file. Employees spend approximately ten minutes reading a document that took them an hour and a half to find.
You can retrieve electronic files by just keying in a word or phrase. You don't have to retrieve the whole document if you only want a portion of it. You can retrieve company files from anywhere in the world you are with electronic files. You never have to go into the office if you don't want to.
It is a lot easier for employees to collaborate when they are sharing data electronically. You will eliminate the necessity for standing at the copy machine making copies to be handed out in the boardroom. All the employees who have clearance to view documents are able to watch a presentation whether they are actually in the boardroom or not. Changes and corrections can be made by several employees at one time. These amendments can then be viewed by managers for inclusion, further amendments, or rejection.
Any management system will have a backup and recovery plan. This way you will never have a situation, be it weather related, a case of theft, or just misfiling, where your invaluable company documents are irretrievably lost. There are multiple ways electronic data can be traced and tracked.
Company time is valuable. The time your employees spend looking for paper files, filing, and making copies of paper files is time that could be spent more productively. A good electronic management system will increase productivity, security, and efficiency.
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