Paperwork is essential to business. There can be so much of it that managing and organizing all of it becomes very challenging. That is one of the things that makes a secure document management system Philadelphia PA business owners have adopted so attractive. It provides a lot more security, frees office space, makes collaboration among employees easier, is more retrievable, and facilitates disaster recovery.
Office space is expensive. Filling it up with filing cabinets, boxes, and storage crates isn't the most efficient use of it. When the majority of your documents are stored electronically, you will be amazed at the extra space you have to reconfigure employee workstations. There may be some documents you are required to keep a hard copy of. For that paperwork, you can always rent space off site or place in a vault.
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.
Employees waste valuable company time looking for paper documents. Companies lose twenty dollars every time an employee looks for a paper file, one hundred twenty dollars when the employee has to look for a misfiled document, and two hundred twenty dollars every time an employee has to search for a lost file. Documents that took an hour and a half to locate will be used for approximately ten minutes.
Electronic documents can be retrieved using a word or a phrase. You can retrieve the full text or only the portion that pertains to what you are doing. You don't have to be in the office to retrieve electronic files. After your system is set up, it's possible to access company documents from anywhere in the world.
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.
Time is money in business. The time your employees waste retrieving paper files, filing them, and making copies of them is time they could be spending more productively. Good electronic management systems increase efficiency, productivity, and security.
Office space is expensive. Filling it up with filing cabinets, boxes, and storage crates isn't the most efficient use of it. When the majority of your documents are stored electronically, you will be amazed at the extra space you have to reconfigure employee workstations. There may be some documents you are required to keep a hard copy of. For that paperwork, you can always rent space off site or place in a vault.
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.
Employees waste valuable company time looking for paper documents. Companies lose twenty dollars every time an employee looks for a paper file, one hundred twenty dollars when the employee has to look for a misfiled document, and two hundred twenty dollars every time an employee has to search for a lost file. Documents that took an hour and a half to locate will be used for approximately ten minutes.
Electronic documents can be retrieved using a word or a phrase. You can retrieve the full text or only the portion that pertains to what you are doing. You don't have to be in the office to retrieve electronic files. After your system is set up, it's possible to access company documents from anywhere in the world.
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.
Time is money in business. The time your employees waste retrieving paper files, filing them, and making copies of them is time they could be spending more productively. Good electronic management systems increase efficiency, productivity, and security.
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