If you’re looking to streamline your business processes, electronic document management is a logical starting place. An electronic document management system eliminates multiple workplace processes associated with paper filing systems, including photocopying, manual distribution and the physical storing of documents. Even more, under an electronic system, recordkeeping no longer requires large cabinets (and rooms!) to house files, and the amount of paper and time with physical filing is greatly reduced.
Document management systems scan, code and attach documents to specific files or accounts. Documents are accessible from any computer by an authorized employee. In addition to easy access, electronic document management offers companies several other advantages—all which help companies work smarter and more efficiently:
- Searchable Text: With document management, files are turned into huge databases of information. If a company needed to find every file that mentions a particular client, they could search the document database for every mention of that name.
- Filing Flexibility: An electronic document system allows the same document to be filed under several references, such as Name, Document Number and Date. Under a paper system, this is only possible if copies are made of the paper documents or computer files.
- Security: Electronic documents are easily encrypted with access controls using passwords and an authentication system, providing a much greater level of security than that found with paper filing. Another benefit of maintaining electronic files is the ability to keep a record of who has accessed the content—and when.
- Lower Costs: While there is a cost for the scanning and filing technologies, once digitized, the cost for data storage is quite low. There is also a tremendous cost savings from no longer having to maintain large storage rooms.
Most companies agree that an electronic document management system will benefit them. The question becomes, “Where do I begin?” Verdi, a company of The Brookfield Group, can help. Contact Verdi today for more information or a free consultation.
