It’s the start of a new year! One of the biggest resolutions every business should have is going paperless. Not only is it good for the environment but it can help keep you and your employees sane.
We’ve all experienced those times where we need a document but can’t seem to find it. Is it in the filing cabinet, on someone’s desk or was it a digital document? Searching around for documents we need is very time consuming, time that could be used to grow or expand the business. This is where an effective document management system can help.
These systems, like Laserfiche, work in tandem with scanners that help convert paper documents to digital copies. Key information about each document is also recorded in fields called metadata. This helps users search quickly for any keywords to pull the document up in a matter of seconds.
Laserfiche also has a program that will OCR (optical character recognition) the document to extract all the words in the file, for more search options.
This can be useful if you forgot the name of the file or other key information but you remember that it was addressed to the head of marketing, you can search all documents that might have this information.
Not only will this save you time but it will save you in storage costs. There are companies dedicated to picking up and storing all the paper documents of companies. Having to use these companies or buying printers, filing cabinets, boxes, binders all adds up over time.
Another great feature of document management systems is the security of such systems. You may not want the receptionist viewing the financial details of a contract the company is signing. So certain folders can be protected and hidden from everyone but certain departments or individuals within the organization.
These are just some of the benefits of going paperless and implementing a proper document management system. Our team has extensive experience in helping companies go paperless. Give us a call to discuss how we can help you!