The new year has most people thinking of ways to clean up, clear out, and reorganize to refresh their priorities, their living spaces, and their habits.
For office managers and decision-makers, this time of year offers the perfect opportunity to reevaluate — and refresh — your organization’s record-keeping and document handling practices.
Like many top companies, your organization may wish the new year to bring enhanced productivity, better data protection, and streamlined data access for a healthier bottom line — and that’s where a document management and storage system comes in.
How Document Management Helps Streamline, Protect, and Organize
Properly organizing, storing, and protecting your company’s valuable data — from sensitive private or financial data to the everyday files and records your staff needs to perform their daily activities — is a critical roadblock for many organizations.
That’s why smart companies turn to document management experts to help set up a system to manage the mess and protect valuable data.
- Paper (and Cost) Reduction
With one employee using upwards of 10,000 sheets of paper every year, storing documents in file cabinets can become a tedious and expensive task. In fact, every four-drawer file cabinet your company uses can commandeer nine square feet of floor space — and cost you $1,500 per year.
Using a document management system helps reduce the flow of paper by digitizing necessary files to help your business move closer to a paperless environment.
Going paperless also has an impact on your company’s sustainability practices, reducing your carbon footprint, and boosting your reputation with customers.
- Improved Workflow and Productivity
By using categorization and content classification, a document management system keeps documents at staff fingertips — when and where they need them.
The latest iterations of files are always available to reduce the possibility of human error, and employees can access files from their desktop or from satellite locations or even on the go through mobile devices.
Importantly, files are available 24/7 for fast, efficient processing to help your organization save time and money.
- Increased Security and Data Protection
You want sensitive customer information and HR details to be safe from prying eyes — particularly if you’re operating in an industry that requires compliance with multiple state and federal rules and regulations.
A document management system allows you to demonstrate traceability and protection of these documents, along with providing strict access permissions that can range from system-wide to document level for increased security.
And, with more hackers targeting small- and medium-sized businesses (SMBs), a document management system with cloud storage provides off-site security to keep data safe — and your business up and running — in the event of a cyberattack.
Off-site storage has the additional benefit of protecting data in the event of a natural disaster such as fire or flood and a physical break-in.
Importantly, a document management system offers redundant and automatic back-ups to remove the risk of human error and add another layer of protection for your critical data.
Ready to Deploy DMS for the New Year or Looking to Improve Your Current DMS?
At Intellinetics, we offer advanced and secure document management. It’s also modular and easy to implement.
Our IntelliCloud™ Document Management Platform (DMP) is like a Kevlar vest that protects your data from lethal incidents. With more than 70% of businesses failing within three weeks of a loss of paper-based records, our document management system provides critical value in the event of a data disaster.
Our system can automate the entire lifecycle of your documents with a feature-rich interface that provides de-identification and administrative features that meet compliance standards. Additionally, the IntelliCloud DMP offers a unique design for enhanced usability to help you gain valuable time for more critical operational tasks.
Already have a document management system? Technology advances at incredible speeds, and Intellinetics is always at the forefront of cutting-edge document management systems knowledge. Ensure your current document management system is up to the task with an obligation-free assessment by one of our experts.
Ready to take control of your document storage and protection issues this year? If you’re ready to learn more about how a DMS can reduce your staff’s workload, improve productivity, and enhance security, get in touch with one of our DMS experts today.