A Guide to Document Management
Author: Theodora D. Holm
For many companies, managing documents is an ongoing battle. After all, everyone has their own filing system and locating physical files quickly is almost impossible unless you know exactly where they are stored. The result is frequently a haphazard storage system, which is difficult to use efficiently. This leaves many wondering why a better solution is not available.
The truth is, there is a solution to the problem. Document management is as simple as securely scanning and storing the physical copies. All files that need to be quickly accessed are available in a digital format. Since scanned files are compatible with most document management software, the solution can be quite easily installed in the majority of companies, with very little training required.
The software allows you to enter the title of a document or a keyword and load a list of results. The search process takes seconds rather than the minutes or even hours a physical search through the boxes of paperwork you would normally use. This system removes any guesswork regarding where documents may be stored. Since you can search all locations simultaneously, the whole exercise becomes one that saves time instead of wastes it.
Many companies avoid digitising documents due to cost. What they perhaps do not fully understand is that it is only necessary to scan the documents in regular use. If you find you have a need for older, less used documents, you can scan them into your system at a later date. Companies do not have to be responsible for the scanning process, either. Document management services are available to accurately scan files into your system and even store the physical files, if need be.
Secure document storage is a must for any business, whether you are storing digital or physical data. Companies dedicated to keeping data secure offer the most convenient and economical solution for most businesses. This helps reduce your own storage risks, by keeping data securely stored away from your company premises. This also helps reduce costs by trusting data to people who already have the correct training, security and equipment in-house. If you store your own data, you must meet security compliance standards, which adds extra costs and risk assessments to your budget.
Digitising Records
If you are like most companies, you will have various types of physical records. They typically include receipts, project flow sheets, reports, personnel records and a range of general administrative paperwork. The pieces of paper are likely to be of varying thickness and sizes. Trying to correctly scan them yourself takes valuable time away from your business. In addition, you may not always receive the highest quality scans, resulting in problems reading the digital documents later on.
Professionals are your best solution; they know how to scan documents to get only the best quality possible. Documents are legible, no matter what paper type they were originally printed on. Throughout the entire digitising process your files are kept private and secure. The only people who have access to your digital files are those with the relevant permissions within your company.
If you are trying to save space, your physical documents can be stored safely in a secure facility. Once they are scanned into your system, they are archived away. Whenever you need to access them, all you have to do is ask and they are transferred back to your company. At no point in time do you ever lose access to any of your files.
To make the initial process easier, many prefer to begin by scanning only new documents. Document scanning services allow you to start with any documents you wish. However, many companies find it more economical to only scan the newest and work their way through their archives, as required. This enables you to fit digitising into your budget, a little at a time. As you receive new documents, they can be scanned into your system and archived in a secure, off site facility. You do not have to wait weeks or months for access to these documents, because they are scanned the same day you receive them, enabling you to work on the digital versions almost immediately.
If you have archived items that you need digitising, bulk scanning is an option. This is perfect if you have sets of records that are accessed regularly. Scanning them into a digital format allows for faster searching and access. It also enables multiple people to view the same documents simultaneously, without the expense of having to make photocopies or wait while a colleague finishes working on them.
If you have archived documents that do not need scanning, for the moment, you can have them stored alongside your other records. Whenever you need archived documents scanned, all you need do is ask and they will be processed immediately. This allows you to save space and keep your physical documents secure, whether they are digitised or not.
It does not matter what type of data is on the documents being scanned. Whether you have forms, handwriting or even bar codes, the data is successfully extracted and placed into your document management system. This gives you easy access to the data you need most, without having to physically search for it.
The best part of managing documents digitally is the ability to access them from almost anywhere. Your files are hosted online, which means there is no software to install if you do not want it. As long as you have the correct online credentials, you can access any of your files from literally anywhere with an internet connection. This is perfect for employees who need to view files while travelling or during off-site business meetings. There is no longer any need to travel back and forth between locations in order to access files.
Taking the first step to digitising and managing your documents is easy. Professional services handle everything for you. All you have to do is decide which documents to store and scan; you choose when and how much is scanned. You always have full control over your document management solutions without the hassle of in-house storage, training and scanning.
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