Heaps of old
files gathering dust in your offices and workplaces can be disheartening
enough, further if you are asked to pull out one particular file it is like
finding a needle in a haystack. But the age of papers is over, not only do they
demand cutting of trees making our earth vulnerable to global warming, managing
paper documents is a mind boggling effort as well. Welcome to the era of
document management software which simplifies managing your documents in more
than one ways.
Reduces Space Requirement
physical files need space for storage, and as your business grows so do your
files keep stacking up until they reach the roof. This process is irreversible
and one day your office may run out of space. Buying new office space means
spending truck load of money over it, hence to counter it no wonder businesses
have chosen electronic document management software which has replaced paper
with binary digits for storing your documents. With Nanotechnology developing,
you can store all the documents your office will produce in its lifetime in one
retrieving documents from a cabinet can be a back breaking process, the paper
documents may also require travelling all over your office from one desk to
another which could be time consuming and suddenly they can get lost in the
maze. But with electronic document management software, all you need is a click
of a mouse to bring the documents on your computer screen. These files can be
distributed and shared with multiple users instantly.
electronic document management software is a secure environment where your data
has protection. You can grant different level of access to your employees
depending upon your requirement and sensitivity of data. Whereas for your paper
files, storing them in a secure locked cabinets can be more challenging. Then
in case of emergencies like fire and natural calamities you also stand chances
of losing your paper documents, while your digital data has backups which can
be easily retrieved.
document when converted into digital form can be stored in a cloud or company’s
intranet and made available to employees sitting at different geographical
location. The employees can share the file simultaneously without sending and
receiving hard copies. This simplifies the working procedures and makes the
processes more efficient.
documents require special storage space which increases operational cost. You
have to make investments in cabinets, shredders, scans, and maintain the
constant supply of stationeries, but with electronic storage software the cost
of storing is much less. Then data entry from paper documents can consume lots
of production hours of a company, but data in digital form is easy to update
and shared, which further saves production hours.
may have different document types stored at different database. Document
management software helps you to perform smart searches and retrieve them all
with just a click. The software has other powerful features which help you to
perform combination of searches to retrieve different categories of documents
for references which can make work simpler for you.