Digitise your Documents
There’s no question that documents drive business processes, and are central to presenting your hard work to customers. Document management technologies can streamline the flow of information through your business processes while reducing paper usage and cost. Best Office Systems can get you set up, and you will quickly notice the many benefits including streamlined workflow, enhanced security, improved compliance, and more.
What Is Document Management?
Document Management technologies allow you to scan and capture paper documents so that they can be indexed securely and become easily searchable. This means your team can find the information they need in seconds. Enhanced with an extra layer of security, users can only see the documents they have permission to see. With all of your documents in digital format, you can create a true disaster recovery strategy for your key documents.
What Does Document Management Do?
A document management service maintains your digital data by…
Determining where to store it
Interpreting how it should be stored
Enabling accessibility based on keywords and file types
Improving workflow by setting rules for how documents are routed
Keeping documents secure
Recovering documents in the event of a disaster
How You Benefit
A document management service maintains your digital data by…
And access control functions, allowing simultaneous editing of documents without overriding each other’s changes
Audit trail to show document changes
Easy commenting and annotation
Quick indexing and search functions
So documents are available whenever you need them
Use several core technologies to streamline your business processes:
Search And Retrieve
Search and retrieve the information you need quickly. Security is central to this capability, and user logins ensure that your employees will only see what they have permission to see. Available in on-site or hosted/cloud applications, today’s Document Management applications are easy to use and quick to deploy.
Whether you want to centralise your scanning with dedicated Scanners or provide distributed scanning services throughout your enterprise with Multifunction Copiers, Best Office Systems has a wide range of scanners that quickly scan your paper documents into your document management system.
Capture solutions use Optical Character Recognition (OCR) and Barcode Recognition to read information off of your scanned documents, making them easier to index and easier to find. Retrieve the important information you need within seconds.
With Electronic Forms software, critical business documents like invoices can be stored directly into a Document Management system for the archive as they are printed. You can also reformat your business documents, adding colour, logos, or barcodes without changing your line-of-business or accounting software.
Problems With The Usual Methods
When storing information using a basic computer program, it can become a challenge to retrieve the information that you really need. Over time, most offices store hundreds or thousands of files, and then have to attempt to find them at a moment’s notice. Some of the issues that come up with this method include the following:
Difficulty locating files
Lack of security
Informal sharing and collaboration
Inability to integrate video and other media files
Document Management Solutions
An effective management system can provide solutions to most of the above-mentioned problems. Increased security features ensure that only the right eyes see the content, while a search function allows users to find documents quickly and easily. Library services also allow users to track changes made to documents in order to keep tabs on who has made revisions and when.
Benefits Of Document Management
Streamlined workflows with instant access to documents
Improved security with user roles
Enhanced disaster recovery with paper documents backed up off-site
Better compliance with regulations through view logs and security
Reduced expenses with less office space dedicated to filing
Document Management Can Solve Productivity Issues
Any office in any industry can increase productivity with a Document Management program, but often the perceived obstacles are not balanced by the potential benefits. This perspective is shared by many business owners and could leave your team sinking in a bog of an unnecessary process that is robbing productivity and cash flow from your business. Here are five real and immediate benefits you WILL see with Document Management.
Unlock a higher level of collaboration for your team
Document Management systems can host a file for the entire team to work on simultaneously. Most systems can come with revision history and other functions which track changes enabled to streamline the work process and avoid unnecessary flack in the workflow.
Maximise security with a document management system
Anymore no matter how simple your business’ IT setup is you are still at risk from hackers or other digital gremlins. Most business owners will employ firewalls or antivirus to help fight the threat, but often that isn’t enough. A Document Management system can restrict access to all of your business files to users with passwords; it restricts your files to only having one access point – which makes it easier to guard – and it will enable you to take control of your files when they aren’t available to everyone.
Make backup and recovery automatic
If your office is still using paper for your files, or even digital files stored on your local system, you are one flood or fire away from disaster. Aside from the obvious chaos that these disasters can place on your business imagine having to replace furniture, structural damage, or secure a temporary location all while rebuilding your business’ information infrastructure from scratch. Now, as a savvy business owner, you likely have some backup schedule or plan in place. Maybe one where you manually run a backup to the cloud or possibly plug in an external hard drive and backup your files that way. A Document Management program will operate in a similar fashion only it will be automatic, scheduled, and will not need your input at all. That frees up your time to maximise revenue. Also, since your files are stored on multiple servers in different areas, your files will always be secure from disasters.
Cost savings are immediate
Often business owners fear IT investments. They see ever-increasing sales totals with add-ons occurring consistently and with no apparent end. However, most business owners fear these investments because they don’t understand the programs they are purchasing, or how they will save their organisation money when the costs seem so high. Our favourite business adage is, “The most dangerous phrase in business is that we’ve always done it this way.” Sure it will be a transition, and the cost savings may not be immediately apparent, but it will quickly become apparent when you don’t have to go out to purchase case after case of paper. Less payroll wasted making copies, or hunting down that one piece of that proposal that you swear was just here! With a couple of clicks and your documents are accessible from anywhere, immediately.
Ease of use and functionality
We all use our documents differently. We may save them with a certain title and in a certain place. This issue can happen to every employee in your business. Do you have the time to work through the conventions of everyone in your office? I didn’t think so. Imagine it is the day you are pitching a proposal to a new client, and your key account manager was in an accident and won’t make it to work. You frantically search their computer for the proposal, but without knowing your employee’s naming conventions and file locations you might as well be a safecracker without a combination. Document Management paired with a company-established standard and style guide can easily solve this problem. Your account manager won’t make it? No problem here is the proposal right here named and saved according to company policy.
Are you interested in learning more about how Document Management could help your organisation?
Talk to the Best Office Systems to explore the newest office furniture along with financing options
Shop 6/20 Campbell Rd
Albany WA 6330
Ph. (08) 9842 1333
51 Federal Street
Narrogin WA 6312