What You Need to Know About Document Management

May 9, 2022

How often do you find yourself digging through filing cabinets to find paper documents? While these cabinets might have once been the norm in business offices, they are slowly becoming a liability as more and more businesses go digital with their operations and storage options. Today, we'd like to discuss the importance of document management for your organization and how it can help you improve operations.

What is Document Management?

Document management systems store electronic records of your paper documents so they can be accessed digitally on your infrastructure. You can think of it as a sort of "cloud storage" in a sense; you can use it to store, track, and record files. Some examples of files commonly stored in document storage systems are PDFs, image files, Microsoft Word documents, and other text-based or image-based documents.

The long and short of it is that these documents would be taking up space elsewhere within your organization, so storing them electronically gives them a home in digital space on your infrastructure.

The Benefits

There are many benefits to using an electronic document management system, including the following:

Reduced Clutter

Let's face it; paper documents take up a ton of space, and there is no need to have countless bulky filing cabinets in your office taking up space and adding to the clutter. Plus, documents can easily get lost or misplaced if you don't have an adequate filing system in place. Electronic records make it much easier to store and manage your documents, reducing clutter in the workplace (and thinking before you print also helps to cut down on this).

Better Security

It's hard to stop someone from swiping a document off your desk or viewing it when they aren't supposed to, and it's not beyond the realm of possibility that someone will break down a locked door or open a locked filing cabinet, either. With an electronic record system, documents are much safer, as they are password and encryption-protected. Furthermore, they can be more easily backed up in the cloud for easy restoration in the event of a disaster.

Easier Access

Instead of digging through a filing cabinet, you can instead access electronic copies of important documents through your storage system. It's great for those who need to access documents on the regular, and it makes for easier sharing, too. No more going to the copier to make additional copies (and more clutter) for others in your office. Instead, you just share the digital file. Furthermore, document management systems have search features built into them, so finding a specific file is easy as can be.

Get Started Today!

HUB Technology Solutions understands that implementing new technology solutions can be stressful, but it doesn't have to be. We can equip your business with the means to electronically convert and manage your new plethora of documents in a way that is easy and efficient. To learn more about how we can assist your organization, reach out to us at 204-772-8822 or 1-833-847-0725.