Documents are at the heart of any business. When managing your files, there are two main options: keeping them in paper form, or converting them into digital files, and putting them into a document management system. One way to determine which method is better is to ask yourself which is more economical, and we feel that digitizing your files is the way to go these days. Today, we’ll go over how a document management system can lower your business’s operational costs.
You Don’t Need as Much Storage Equipment
When you work with paper documents, there are many pieces of equipment that need to be purchased, including printers, toners, and filing cabinets. If you invest in a digital document management system, these expenses won’t be looming over you.
You Won’t Be Spending Money on Printing and Copying
If you work with paper files all of the time, you’ve probably been faced with the issue of needing to print multiple copies of the same files for all of your customers/employees. With a digital document management system, the need for printing will vanish, as you won’t be printing out nearly as many files, which can be a big money saver due to the smaller need for paper and ink.
Disaster and Security Recovery Expenses
No one likes data breaches, but they can happen. If they do, it will cost your company quite a bit of money to recover all of the documents that were affected by the data breach. Paper documents are more at risk because they are left in physical space, making them vulnerable to being taken by people who shouldn’t have them.
There’s also the issue of disasters, such as floods and fires, which can also compromise your files if you only have them in paper form. With a digital document management system, your files will be in a safe online server, where they will be protected from these types of issues. This keeps your business more secure, while also letting you save money by not needing to spend it in order to recover documents.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.