Paper documents have long since been the go-to method for information management, but there are risks that come with using this method.
Have you ever worked in a business where you needed to sift through piles of papers to find the information you needed? This is what can happen when you stick solely to a paper document management system. Paper documents have long since been the go-to method for information management, but there are risks that come with using this method.
You Could Lose/Misplace Papers
If you rely on physical papers, there’s a higher chance that those papers could get lost, misplaced, or even destroyed. There’s also the risk of those papers falling into unauthorized hands, leading to theft of information.
To protect your information, we recommend putting it into an electronic management system. This way, papers aren’t left in open space, and only authorized personnel can view your company’s information.
It Takes Longer to Find Documents
Document retrieval takes longer when you have to look through all sorts of cabinets and drawers to get to them. The longer it takes to find the documents you need, the less efficient your business is able to be.
When you store files digitally, the process of sifting through cabinets is no longer an issue. Instead, you’ll have all of your files neatly organized and accessible at your fingertips. This keeps your business operating at much greater efficiency since you spend less time on document retrieval.
Paper Documents Have Less Protection While Being Stored
Even when paper documents don’t get lost or misplaced, their overall level of security isn’t to the level of electronic documents. Paper documents are typically protected with methods such as a lock and key, which is a fairly simple protection method. Digital files, on the other hand, are stored in electronic document management systems that come with a plethora of security measures that keep your files safe. These systems are also only accessible for authorized personnel, so you’ll know that only trusted individuals are looking at your company’s information.
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.