Sifting through file cabinets full of paper documentation should be an outdated operation, but it’s not for many businesses. So many modern companies – some of which are actually using today’s computing and communications technology – are still mired in paper processes. Staying with paper won’t just hinder your business from growing, it can hinder it in unforeseen ways. Here’s why and how you should consider moving to document management software to alleviate the toll a paper-based operation is taking on your business.
Why Moving to Software Makes Sense
Security and disaster recovery. The security risks of paper files are significant compared to digital versions. With paper, physical copies can be easily lost or destroyed. With digital, there is a backup – whether on-premise or using the cloud-based system of your software provider – to ensure that if a copy is lost, it can be retrieved.
Additionally, if a paper file goes missing, it’s up to a human sleuth to solve the problem. In a digital environment, there are records and trails of how documents travel to ensure their traceability and retrievability.
Productivity. Sharing paper files means a limited number of people can view documents at one time. Being able to disseminate a file to multiple parties at once in a secure manner through software means increased productivity across all levels of your organization. Digital document programs also simplify the “search and find” aspect of document storage.
Compliance. If you are in an industry that requires any adherence to government regulations such as the Health Insurance Portability and Accountability Act (HIPAA) or the Payment Card Industry Data Security Standard (PCI DSS), then your organization can see considerable benefits in migrating to digital documentation. Responding to audits will become easier as software-based documentation is easily accessible, and any requests for document retrieval are met through a streamlined process in a digital environment.
How to Move to a Digital Document Life
Numerous programs exist to help you transfer paper files into document management software. The right provider should:
Help you easily implement the software: Implementing document management software should be a seamless process. You can input paper files into either an on-site software your business has installed so you can have full control, or a cloud-based one so you can offload the management of that program. Either way, your document management software provider should customize your solution to fit your business’s unique needs.
Enable you to save money: The labor costs associated with digging through file cabinets will be a thing of the past. File sourcing will happen with ease after you consult with your document management software provider to determine how to customize your program to best transfer your paper to digital. And when you’ve migrated to a paperless system, you’ll no longer have a need for filing cabinets, shelving, and physical storage equipment to hold paper. Eliminating that cost of storage allows you to fill your work environment with technology that will make your business more productive.
Integrate with your existing applications: Choosing a document control software that integrates with some of your existing applications can streamline processes across multiple departments that may use different applications for their unique business needs. The control aspect of your digital program will give you insight into where your documents live, who controls them, and who has edited and/or created new versions, in addition to keeping them safe.
Furthermore, there are specialized forms of document management software for board of directors.Board portalscan offer improved security, productivity, and compliance for your board documents and meeting processes.
Prepare your business or organization for the future by moving your paper processes to document management software today.
