Documents, paper and electronic, are a big part of any business. It can be a challenge for owners and managers to handle all the paperwork. Storing, retrieving, and capturing that information with a secure document management system Philadelphia PA companies recommend has a lot of benefits. It frees up office space, provides more security, is easier to retrieve, makes employee collaboration easier, and makes disaster recovery and backup much more efficient.
There is no such thing as cheap office space. When it's filled with storage crates, boxes, and filing cabinets, you are not making the most efficient use of it. By contrast, storing documents electronically allows you to maximize your office space and use it in the way it was intended. Any hard copies of documents you are required to have can be stored in vaults or in a small storage facility off site.
Almost all companies have certain documents that are not meant to be seen by all the employees. If these files are stored electronically, you can control access. You might set up levels of security that allow only employees with the proper clearance to access sensitive materials. Electronic systems can track when someone views a file, who that person is, and if that person moved or made changes to it. If you want, you will have the ability to receive an alert whenever anyone accesses a particular file.
A lot of time is wasted looking for filed documents. Even the best paper filing systems take up valuable employee time. It costs companies twenty dollars to find a file, a hundred twenty to find a misfiled file, and two hundred twenty to find a lost file. Employees spend approximately ten minutes reading a document that took them an hour and a half to find.
You can retrieve electronic files by just keying in a word or phrase. You don't have to retrieve the whole document if you only want a portion of it. You can retrieve company files from anywhere in the world you are with electronic files. You never have to go into the office if you don't want to.
It is a lot easier for employees to collaborate when they are sharing data electronically. You will eliminate the necessity for standing at the copy machine making copies to be handed out in the boardroom. All the employees who have clearance to view documents are able to watch a presentation whether they are actually in the boardroom or not. Changes and corrections can be made by several employees at one time. These amendments can then be viewed by managers for inclusion, further amendments, or rejection.
One of the main functions of electronic data management is backup and recovery. It won't matter if your building is flooded, robbed, or the victim of an disgruntled employee. All electronic documents have a footprint that can be tracked and traced.
Company time is valuable. The time your employees spend looking for paper files, filing, and making copies of paper files is time that could be spent more productively. A good electronic management system will increase productivity, security, and efficiency.
There is no such thing as cheap office space. When it's filled with storage crates, boxes, and filing cabinets, you are not making the most efficient use of it. By contrast, storing documents electronically allows you to maximize your office space and use it in the way it was intended. Any hard copies of documents you are required to have can be stored in vaults or in a small storage facility off site.
Almost all companies have certain documents that are not meant to be seen by all the employees. If these files are stored electronically, you can control access. You might set up levels of security that allow only employees with the proper clearance to access sensitive materials. Electronic systems can track when someone views a file, who that person is, and if that person moved or made changes to it. If you want, you will have the ability to receive an alert whenever anyone accesses a particular file.
A lot of time is wasted looking for filed documents. Even the best paper filing systems take up valuable employee time. It costs companies twenty dollars to find a file, a hundred twenty to find a misfiled file, and two hundred twenty to find a lost file. Employees spend approximately ten minutes reading a document that took them an hour and a half to find.
You can retrieve electronic files by just keying in a word or phrase. You don't have to retrieve the whole document if you only want a portion of it. You can retrieve company files from anywhere in the world you are with electronic files. You never have to go into the office if you don't want to.
It is a lot easier for employees to collaborate when they are sharing data electronically. You will eliminate the necessity for standing at the copy machine making copies to be handed out in the boardroom. All the employees who have clearance to view documents are able to watch a presentation whether they are actually in the boardroom or not. Changes and corrections can be made by several employees at one time. These amendments can then be viewed by managers for inclusion, further amendments, or rejection.
One of the main functions of electronic data management is backup and recovery. It won't matter if your building is flooded, robbed, or the victim of an disgruntled employee. All electronic documents have a footprint that can be tracked and traced.
Company time is valuable. The time your employees spend looking for paper files, filing, and making copies of paper files is time that could be spent more productively. A good electronic management system will increase productivity, security, and efficiency.
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